Introduction
The Monthly Carryover Cap Workflow automatically limits how much leave balance an employee can carry forward at the start of each month.
It is commonly used for TOIL, but can be applied to any leave type. The workflow helps prevent excessive balance build-up by expiring any amount above a defined monthly cap, while keeping the allowed balance available to the employee.
Configurations
You can choose a specific date when the workflow will run every month, which leave type (e.g. TOIL) the workflow applies to, and the max carryover days and hours.
Click here to learn more about configurable workflows.
How it works
On the scheduled date (typically the first of every month), the workflow runs and checks each employee’s remaining balance for the selected leave type.
For each employee, it will:
Check Remaining Balance
The workflow looks at the employee’s current remaining balance for the selected leave type.
Compare to Monthly Cap
It compares the remaining balance with the configured maximum carryover amount.
If the remaining balance is less than or equal to the cap, no action is taken.
If the remaining balance is greater than the cap, the excess amount is identified.
3. Expire Excess Balance
Any balance above the configured monthly cap is expired.
4. Email Report
Admins will receive a report of everyone who has had some entitlement expired.
The expired amount is recorded and shown as expired, so both employees and administrators can clearly see what portion of leave was lost.
Example
The workflow is configured with:
A monthly carryover cap of 10 hours
The workflow runs on the 1st of every month
An employee has:
20 hours remaining TOIL balance at the time the workflow runs
On the scheduled run date:
The workflow checks the employee’s remaining balance (20 hours)
It compares this to the monthly cap (10 hours)
The balance is higher than the allowed maximum
As a result:
10 hours are expired
The employee is left with 10 hours remaining
The expired 10 hours are shown in the system as expired, making it clear that this portion of the balance was removed by the monthly carryover cap.
How to get this workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.