You can fix employee balance calculation problems by checking key settings in CoreTime. This guide outlines four possible causes and provides step-by-step instructions to resolve each one. Following these steps ensures balances update correctly, reflecting accurate leave entitlements.
Common causes of incorrect balance calculation
Before you start, ensure you have the necessary administrator permissions to access and modify CoreTime system parameters.
The four main causes are:
The Populate Status/FTE Details option is not enabled on Balance Parameters.
The employee’s Person Status is not configured for Pro Rata entitlement.
The Adjustment Type is not set to "Holiday".
The Use Hire/Leave dates setting is enabled when it should not be.
Enable Populate Status/FTE Details From Back Office
This setting syncs employee status and FTE details from Back Office, affecting entitlement calculations.
Open CoreTime.
Click System Params.
Select Balances.
Click Parameters.
Query the relevant balance using the List of Values (LOV).
Select Advanced Parameters.
Check the box for Populate Status/FTE Details
Click Save.
Recalculate the balance to update entitlement values.
📌Note: Enabling this option will cause FTE deductions on the employee's entitlement if their FTE is less than 100%.
Configure Pro Rata Entitlements for employee status
This step ensures the employee status is set up correctly for Pro Rata leave calculation.
Open CoreTime.
Click System Params.
Select Balances.
Click Pro Rata Entitlements.
Add a new row.
Select the Balance Code using the LOV.
In the same row, select the Employee Status (e.g., P - Permanent).
Set Pro Rata Leave Date to Yes or No (usually Yes).
Click Save.
Recalculate the balance.
Set Adjustment Type to Holiday
The Adjustment Type must be set to Holiday for correct balance adjustments.
Open CoreTime.
Click System Params.
Select Balances.
Click Parameters.
Select the balance from the LOV.
Click Advanced Parameters.
Use the Adjustment Type drop-down to select Holiday.
Click Save.
Recalculate the balance.
Disable Use Hire/Leave dates setting
Clearing this setting may resolve balance calculation issues related to employee hire and leave dates.
Open CoreTime.
Click System Params.
Select Balances.
Click Parameters.
Clear the checkbox for Use Hire/Leave dates.
Click Save.
If you need additional help recalculating balances or with any step, please consult the CoreTime user guide or contact your system administrator.