Import carryover and update balance

Learn how to import carryover data for employees who have carried over unused days. In addition, learn how to update balance for employees who are granted additional days as a one-off action.

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Sometimes we don't have the opportunity to use all our vacation days, sick days (thank goodness) or other special days, so we carry them over; If your company allows employees to carry over unused days from one cycle to the next, then you can record this data using bulk import. You can also update balances (from any policy whose balance is tracked). It's quick and easy and outlined below.

Note: You can only bulk import carryover from the previous cycle to the current one.

Before you begin

To bulk import carryover data, you will need a spreadsheet prepared with all the details. You can create your own sheet of file type CSV, XLXS or you can use a pre-made Bob template. To download the template:

  1. From the left menu, select Time > Import.
  2. Click the Update carryover button.
  3. On the Import page, click the Download Template button. You're now halfway there! 

How to import carryover

Once you've filled all the details in your import file/Bob's Carryover template:

  1. From the left menu, select Time > Import.
  2. Click the Update carryover button and drag your file.
  3. Remember to match your emails.
    You will be re-directed to a new page, make sure that your columns match the corresponding fields in Bob. Download the report to troubleshoot errors if any exist.

Note: Only 500 records can be uploaded to Bob at a time. Please prepare your data files accordingly to allow for a smooth import process.

Example

Jane, an employee gets 20 days of vacation per year (where a year is defined from January 1st - to December 31st). If Jane still has, as of 31/12, say 5 unused vacation days, then: If carryover is not allowed, these 5 days will be lost and she will only get the new 20 days of entitlement for the following year (on January 1st). But, if Carryover is allowed, Jane would keep those 5 days, and (with the new year entitlement) she would get 5 + 20 = 25 days.

How to Update balance

Update balance is used to grant employees additional days as a one-off action. 

Note: Days imported as part of the Update balance action will be added to an employee's current balance.

  1. From the left menu, select Time > Import.
  2. Click the Update carryover button.
  3. On the Import page, click the Download Template button. You're now halfway there! 

FAQ

If I've imported carryover data during implementation, do I need to continue updating carryover data?

Update carryover is used to import carryover data of a chosen policy (usually the holiday policy) and is mainly used during initial setup, making sure all employees have a proper starting balance (from their previous platform). Once you're up and running, Bob will apply carryover automatically based on the rules you set during policy creation, so potentially you will only need to import carryover once during the implementation.

Can admins make manual adjustments to the amount days carried over to the current year?

Aside from implementation, carryover is mainly calculated by the system based on the policy configuration (as to whether carryover is allowed, and if so, to what extent). If Admins would like to conduct manual adjustment to the amount carried over to the current year, they can do so via the Time off detailed audit. 

Congratulations, you know how to import carryover data for employees who have carried over unused days and to update balances for employees who are granted additional days.