Who it’s for: Administrators
Platform: Web app (Sense HR & Automate)
Available on: Enterprise
Introduction
The Carryover Expiry Workflow automates the process of expiring unused carryover leave from the previous leave year. It helps ensure compliance with company policy, avoids excessive leave accrual, and provides clear visibility to employees about any lost entitlement.
You can choose a specific date when the workflow will run - usually somewhere in the first half of the year - and also which leave type (e.g. holiday, annual leave) the workflow applies to.
How it works
On the chosen date, the workflow activates and reviews each employee’s leave records to determine whether any carryover leave should be expired. For each employee it will:
Check Carryover Balance
The workflow checks how much carryover leave was given to the employee from the previous year.
Check Leave Taken
It checks how much leave has already been taken in the current year.
Compare to Carryover
If the amount taken exceeds the carryover, no action is needed.
If the amount taken is less than the carryover, the unused portion is expired.
Expire Unused Carryover
The remaining carryover (after deducting what’s been used) is marked as expired. This amount still shows in the total taken leave figure, but is clearly labelled as expired via a tooltip info icon.
Example
The employee has:
25 days total entitlement for the year
5 of those days carried over from the previous year
3.5 days taken so far
On the scheduled expiry date:
The workflow identifies 5 days of carryover
Sees that 3.5 days have been taken
Therefore, 1.5 days of unused carryover are expired
This 1.5 days will be shown as part of the total leave taken, but flagged as expired, so it’s clear to both the employee and admin users that this portion of leave was lost.
In this example you can see that this person has 25 days entitlement and has taken 3.5 so far.
If you hover over the total amount, it shows that 5 of those days carried over from the previous year.
When the workflow runs on the scheduled date, it sees that they have 5 carryover and have taken 3.5, therefore there is 1.5 remaining from the carried over entitlement, and that is what expires. This is added to the Taken, and if you hover over the amount you will see 1.5 has expired.
Setup
There are just two things to update in this workflow - and they’re both right at the top of the designer.
The ‘Expire On’ Activity is where you define the exact date and time the workflow should wake up and begin the update. This uses cron syntax, a standard format for scheduling tasks.
Not familiar with cron? No problem - you can use this handy tool to build the right expression: https://crontab.guru/
Simply enter this expression into the 'Schedule' box, you can also add some helper text in the Comment box to remind you which date/time you have input.
The next activity is the Event Name, which is defaulted to Holiday in the Value box. This is which Event's entitlement we're looking at. If you want to change this, just make sure it is written exactly how it is displayed on Sense HR.
How to get this workflow template
Please reach out to support for them to add this template to your designer. From there you can configure.