Person Balance is a view-only tab on the Time Off Request form and the Time Off Review form. Person Balance displays a person’s balances for time off such as vacation, sick, and personal days. The system maintains historical information for each balance as it relates to used, carryover time, and time earned for the current period.
A person's leave records are configured on the Leave tab of the Employee form.
Balances are updated when:
Events such as vacation and sick are approved via a Time Off Request. These events must have a Leave Type attached to them.
Events such as vacation and sick are posted via the ATTENDANCE service. These events must have a Leave Type attached to them.
Events such as vacation and sick are posted via the Add Elapsed button on the Web or a client terminal and the person's Attendance Policy has Balances enabled. For details, see Balances.
Click Main Menu > Manage >Time Off Review.
Use the Filter fields to find the employees whose time off requests you want to view and select one of these records in the grid.
The Person Balance tab will display the person's balance records.
On the Person Balance
tab, click the 
Filter
button to display the Leave Type
Code and Year fields.
Select the Leave Type Code and Year of the records you want to view and click Find.
The records will display on the Person Balance tab.
Leave Type Code
Leave Type Codes, such as FMLA, Sick, or Vacation refer to the various balance categories that time off counts against. They are defined on the Leave Type Code form.
Year
This field identifies the year to which the Leave Type Code applies. A person cannot have two codes of the same type for the same year.
Balance Value
This field indicates the total number of units available for the Leave Type Code in the specified Year. This value is automatically calculated by the system when a time off request is approved, the ATTENDANCE service runs, or an elapsed transaction is posted to the time card.
The Balance Value is used to determine if the person has sufficient hours available to cover an event at the time of posting. The Balance Value is calculated as follows:
Balance Value = Carry Over Hours + Earned Hours – Used Paid Hours – Used Unpaid Hours – Approved Hours
Carry Over
This field indicates the total number of units carried forward from the balance in the previous balance period. Carry over is performed by the ACCRUAL service.
If the previous balance period is still open after carryover has occurred, and a change is made to the previous balance period, this change will affect the Carry Over amount in the current balance period as well. For example, an employee has a vacation balance of 50 hours at the end of the balance period. When the ACCRUAL service creates the balance record for the next period, these 50 hours carry over to the next period. However, the employee’s supervisor forgot to post the employee’s 40 hours of vacation during the last week of the previous balance period. When the supervisor posts these 40 hours, the balance in the previous period goes from 50 to 10. The Carry Over amount for the current period also changes from 50 to 10.
Earned
This field indicates the total accrued units for the current balance period.
Used Paid
This field indicates the total paid balance units that have been used since the Start Date. Balance units are marked as Used Paid when an event posts that is configured to draw from the specified Leave Type Code and it has the PAY_INDICATOR setting of Paid or Paid With Balance.
Used Un-Paid
Total paid balance units that have been used since the Start Date. Balance units are marked as Used Un-Paid when an event posts that is configured to draw from the specified Leave Type Code and it has the PAY_INDICATOR setting of Unpaid.
Approved Value
This field identifies the number of units that have been approved, but have not yet been posted by the ATTENDANCE service.
Unit of Measure
This field identifies the kind of quantity that the Leave Type Code is measuring.
HOURS: The Leave Type Code quantity is listed in hours.
DAYS: The Leave Type Code quantity is listed in days.
OCCURRENCES: The Leave Type Code quantity is listed in occurrences (e.g., a floating holiday).
Active
If this check box is selected, the record is active.
Start Date
This field indicates the beginning of the balance period..
End Date
This field indicates the end of the balance period.
Last Accrual
This field indicates the date when this balance record was last updated by the ACCRUAL service. If this is a new balance record for a new year, the Last Accrual field will be blank (even though the previous year's record will have a Last Accrual date). When the ACCRUAL service runs and updates the new record, the Last Accrual date will appear.