Leave Rollover
TimeKeeper automatically rolls over annual leave based on individual employee leave figures at the end of the year. On completion, TimeKeeper will email the main administrator to notify them that leave has been rolled over. The calculation for annual leave rollover is the following
New Leave = Leave Entitlement + MINIMUM(Remaining Leave at end of the year, Carry Over Days)
e.g. an employee with leave entitlement of 25 days, with remaining leave of 3 days at the end of the year and maximum 2 carry over days will be:
New Leave = 25 + MINIMUM(2,3) = 25 + 2 = 27 days
Please note, this will not revert back to the previous base leave in the following year. As the new entitlement would show 27 due to the carried over days, the entitlement would need to be manually reverted to 25 + any days rolled over for that year.
Common Questions
How does TimeKeeper calculate the rollover for annual leave?
TimeKeeper automatically rolls over an employee's annual leave based on their individual leave balances at the end of the year. The rollover calculation is as follows:
New Leave = Leave Entitlement + MINIMUM(Remaining Leave at the end of the year, Carry Over Days)
How do I know when the leave rollover has been completed?
On January 1st, an administrator will receive an email outlining the leave rollover amounts for all employees. See the image below for reference.
Can we change the maximum carry-over days for an employee?
This can be set in an employees individual employee profile under the leave tab.
Can we update the maximum leave rollover after the leave year has already ended?
The max leave rollover has to be set before the leave year lapses. e.g. if it is updated in January 2026, it won’t make a difference until 2027. The leave entitlement can be updated manually or adjustments can be made via TOIL if there’s any issues.
Will TimeKeeper automatically revert an employee’s leave balance to the base entitlement next year, or do I need to manually adjust it?
Please see the example below:
An employee’s leave entitlement is 28 days in 2026.
At the end of 2026, they have 3 days left, with a 2-day carry-over limit.
New Leave = 28 + MIN(3, 2) = 30 days
When the next rollover happens, the system will use 30 days as the entitlement unless you manually change it.
Note: TimeKeeper will not reset this back to 28 the next year, 2028.
How do I update a group leave booking?
Go into each individuals leave booking and update one by one. This has to be done manually as it books individual leave for each person.
I have updated the bank holiday group for the new year but it has now removed this years current public holidays. What should I do?
Only one bank holiday group can be in use at a given time. We recommend updating the 2026 bank holiday group to 2027 in the new year.
How do I book leave retrospectively for 2026 After the Leave Year has moved into 2027?
If you need to book leave for 2026 after the leave year has transitioned into 2027, follow these steps:
Set the 2026 leave entitlement as needed.
Set the leave start date to 01/01/2026.
Book the leave as required.
Once the leave has been booked, change the leave start date back to 2027 (or Timekeeper will do this automatically that night).
This process allows you to ensure that leave is booked correctly in the 2026 year, even though the system has already transitioned into 2027.
If you've any further questions on the above, please reach out to us at [email protected]