How are Projected Balances Calculated?

Users can project lave code balances on the Manage My Time Off page. Projected balances are calculated as follows.

Projected Balance = Current Amount + (Accrual rate * work hours per day * # work days in the future)

The following Fixed Accrual Frequencies are supported:

  • BW or B - Biweekly
  • M - Month
  • W or WK - Weekly
  • D - Days

Example 1

Barb has presently accrued 24 hours and has a vacation accrual rate of .03846 hours per hour worked. She wants to take vacation in 60 work days. Her projected amount will be:

24 hours + (.03846 * 8 hours / day * 60 day) = 18.48 hours

In this example, no future leave was planned before the new leave request. An issue arises when an employee wishes to take time off in the future, but there is an existing leave request between the new requested leave date and the current date. In these cases, the calculation accounts for the time that will have been used before the new vacation request is granted.

The minimum value of the following two equations will be shown:

Projected Balance = Projected Balance as of Latest Request - Pending Hours

This balance reflects the time that will be available to an employee as of their latest approved request. This way employees can still request time between now and their future vacation.

Projected Balance = Projected Balance as of Current Day

This balance reflects what the employee has actually accrued. This is taken into account so that an employee does not make a future vacation request (causing the projected balance to go high) and request intermediate time off using hours that have not yet been earned.

Example 2

The current date is 8/1/2016. Barb has 24 hours of available vacation and an accrual rate of .0385 hours vacation per hour worked. Barb is hoping to take two days (16) of vacation during Thanksgiving week (11/22 - 11/23). Her balance after the request on 8/1 will be 24 hours:

Projected Balance = Projected balance as of Latest Request - Pending Hours

33.54 = 24 + (.03846 * 8 hours / day * 83 days) - 16

Projected Balance = Projected Balance as of Current Day

24 = 24

In the meantime, Barb has a birthday party in Las Vegas in October. She makes another request on 8/1 for vacation from 10/12 - 10/14. As calculated in the previous step, the portal shows that she has 24 hours of vacation available. After the request, her balance will be 9.54 hours.

Projected Balance = Projected Balance as of Latest Request - Pending Hours

9.54 = 24 + (.03846 * 8 hours / day * 83 days) - 24

Projected Balance = Projected balance as of the Current Day

24 = 24