A Leave Balance Is Zero or the Wrong Number
An employee cannot see a leave type, or the days available do not match the policy you configured.
A balance of zero with a policy in place almost always means the balance was never seeded, and the fix is the re-allocate action on the policy. A leave type an employee cannot see at all is an eligibility filter on the policy: who it applies to, the gender rule, or the tenure rule. A balance that is a decimal is proration doing its job for somebody who joined mid-year. The one thing to know before you go looking is where the numbers live: the annual credit and the accrual cadence sit on the leave type, while the policy controls eligibility, carry-forward, encashment and proration. Editing the wrong one of those is the most common wasted hour here.
Work through these in order
Cheapest first. Each step says what you should see if it worked, so you can stop as soon as it does.
Check whether the balance was ever seeded
A policy can exist without balances having been allocated. Open the policy and use the re-allocate action, which seeds balances for everyone the policy matches.
The balance appears for the matching employees.
Read the policy's eligibility filters
If one person cannot see a leave type that others can, look at who the policy applies to, then at the gender filter, then at the tenure rule. Maternity and paternity policies carry a gender filter by design.
Either they match the filter or you have found why they do not.
Look at the leave type, not the policy, for the number of days
If the quota itself is wrong, the annual days and the per-employment-type days are on the leave type. Changing the policy will not move them.
The quota is right at source, and a re-allocate applies it.
Expect a decimal for a mid-year joiner
Proration credits a fraction of the annual quota based on the hire date, and the stored figure keeps that fraction even where the display rounds. Turn proration off on the policy if you would rather grant the full quota on hire.
The number stops looking like a bug and starts looking like a policy decision.
Adjust one person directly rather than bending the policy
For a single exception, use the balance adjustment on that employee. Rewriting a policy to fix one case changes it for everyone it matches.
The exception is recorded against the person, where it belongs.
Check the fiscal year if balances reset unexpectedly
Leave years in Nepal usually follow the fiscal year rather than the calendar. Confirm the fiscal year on the payroll settings matches the year your policy assumes.
The reset date matches the company's leave year.
What the system does
- Annual days and accrual
- on the leave typethe balance engine reads them from there
- Eligibility, carry-forward, proration
- on the policyincluding the gender and tenure filters
- Changing an active policy
- does not back-fillreallocation runs forward only
- Proration
- on by defaulta mid-year joiner gets a fraction of the annual quota
- Blackout dates
- do not block leavethey stop those days counting against the balance
Still stuck? Send us this
Include all of it in the first message and the first reply back is usually a fix rather than a question.
- The employee name, the leave type, and the balance shown against the balance expected.
- Whether a policy exists for that leave type, and who it applies to.
- The employee's hire date, since proration turns on that.
- Whether re-allocate has been run since the policy was last changed.
Asked most often
The balances were never seeded. Open the policy and run the re-allocate action, which allocates for everyone the policy matches. Creating a policy does not by itself credit anybody.
The policy's eligibility rules: who it applies to, the gender filter and the tenure rule. Check those three before anything else, because a leave type an employee is not eligible for correctly does not appear.
Proration. Somebody who joined part-way through the year is credited the matching fraction of the annual quota. Turn proration off on the policy if you would rather grant the whole quota on the hire date.
No. Reallocation runs forward, it does not back-fill history. Run the re-allocate action after a change, and adjust individuals by hand where the past matters.
Not when they are recorded as blackout dates. Those days stop counting against the balance rather than blocking the leave request, which is the behaviour most companies expect for a festival falling inside a longer break.
Screens, labels and limits change between releases. If something here does not match what you see, tell us and we will correct the page.
Related guides
- An Employee Import Keeps FailingThe import preview shows red rows, or the confirm step fails after everything looked fine.
- Payroll Will Not Calculate, or the Totals Look WrongThe run refuses to calculate, somebody is absent from the period, or the payslips come out as zeros.
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