Understanding the Explanation Button in Leave History

Path: Leave > Leave History 

On your Leave History page, you can see all the details of each leave usage including the date, duration, reason, and approver. This page is also where admins can make adjustments to the leave type, such as deducting, adding, or removing history.

The Explanation button helps you with providing a detailed breakdown of how your leave entitlement is calculated. All of the information and calculations follow the policy set in your Leave Type settings.

For step-by-step guide to set up a leave type, refer here: Setting up Leave Type

You may use the Explanation button to:

• know how proration was calculated.
• check how much leave has been used vs. still available.
• need more details about your leave type history and calculation.

You can read the information in four parts.

1. Record Details
This section shows when and how the calculation was generated, and the leave cycle it applies to.

• Date: the latest date and time of the leave history expalanation is generated.

• Source: System / Scheduler

• Entitlement Start: first day of the leave cycle.

• Entitlement End: last day of the leave cycle.

2. Entitlement Policy

Shows the rules your company applies for the leave type. This is based on the policy that you set in Leave Type settings.

• Calculation Type: whether your leave cycle is based on the Calendar Month / Calendar Year / Employee Anniversary Year / Employee Hire Date.
• Earning Method: whether leave is granted upfront (None) or progressively (By Month / By Year).
• Employee Progression Prorate: shows whether and how the system handles entitlement tier upgrades when employee has job progression.
• Brought Forward Method: shows if unused leave can be carried forward, and how.
• Brought Forward Expired: how long carried-forward leave remains valid.

3. Entitlement & YTD Entitled

This section shows how much leave the system has calculated for the whole entitlement period, based on service years and prorated rules up to today (Year-To-Date). The system will also round to the actual days you can use.

Entitled = your full calculated entitlement for the cycle.
YTD Entitled = the same breakdown, but only what’s been credited up to today.

When you look at the breakdown, you’ll usually see:

[Start Date – End Date] ([Number of days]) → the period leave is covered.

Year of Services: X Years → shows which entitlement tier applies.

• [Number of days] ÷ 365 × [Annual entitlement] = [Sub Entitled Days] → prorated entitlement for this period.

The system may split the year into more than one line if you cross a service milestone (e.g. moving from Year 1 entitlement to Year 2 entitlement).

At the bottom you’ll see:

• Total YTD Entitled = the sum of all prorated sub-entitlements.

• YTD Entitled After Rounding = the final figure after rounding rules are applied.

4. Balance & Usage

Shows current leave status and amount.

Maximum Available : total leave for the cycle, including entitlement + any carryover.

Brought Forward: unused leave carried over from the previous cycle.

Brought Forward Expired: how many carried-forward days have already expired.

Brought Forward Expired Date: the date until carried-forward leave could be used.

Adjustment: any manual additions or deductions made by HR.

Taken: leave already used.

Unplanned: part of the taken leave that was unplanned.

Pending Request : leave applied but not yet approved.

Overutilized: shows if you’ve exceeded your balance.

Available: the final usable balance after entitlement, carryover, expiry, adjustments, and usage.

• Available = Maximum Available – Brought Forward Expired – Taken – Pending – Overutilized ± Adjustment

The Explanation button shows you exactly how your balance is calculated, so you don’t have to guess why your available days are different. You’ll see the full breakdown of rules, entitlements, and usage in one place.

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.