> For the complete documentation index, see [llms.txt](https://help.marcopayroll.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.marcopayroll.com/marco-user-guide-x4/2025/marco-platform-structure/customer-portal/manager-guide/time-and-leave/managing-leave-balance.md).
# Managing Leave Balance
Who can use this feature:
* Admin Managers
* Time Managers
In Marco, a staff member's **leave balance** is managed as **individual leave items**, which can be configured based on:
* **Country**
* **Item Type**
Each leave item consists of multiple **entries**, and each entry includes:
* **Entitlement amount**
* **(Optional)** Carried-over amount
* **(Optional)** Expiry date for carried-over leave
* **Effective date**
The **total leave balance** includes both the **entitlement amount** and any **carried-over leave**.
***
### **Assigning Leave Balance to Staff**
As a manager, you can periodically add **new leave entries** to maintain the correct leave balance for staff.\
For example, a manager may add a new entry to the **Annual Leave** item each year, with an updated **effective date**.
#### **Process Overview**
1. **Add leave items** to grant the first leave balance.
2. **Add new entries** to leave items to renew the leave balance.
***
### **Leave Balance Renewal**
When a **staff member's leave balance is renewed**, a **new entry** will override the **previous entry** starting from the new **effective date**.\
From that point onward, all leave requests will be deducted from the updated balance.
* Only **active leave entries** appear on the staff's **Leave Balance** page.
* Overridden entries and **future-dated entries** are **not visible** to staff.
* Staff can only apply for leave based on their **current leave balance**.
***
### **Adding Leave Items**
If a staff member does **not** have a specific leave item in their balance, you must add it to create the first **leave entry**.
#### **Before You Begin**
Prepare the following details:
* **Entitlement amount**
* **(Optional)** Carried-over amount
* **(Optional)** Expiry date for carried-over leave
* **Effective date**
#### **Steps to Add a New Leave Item**
1. Go to **People**.
2. Select a staff member > **Time** > **Leave Balance**.
3. Click **Manage Leave**.
* The **Manage Leave Items** screen appears.
4. Click **Add New Leave Item**.
* The **New Leave Item** screen appears.
5. Select the **Country** and **Leave Item**.
6. Enter the leave details.
7. Click **Save Changes**.
***
### **Adding New Entries to Leave Items**
You can add **new entries** to an **existing leave item** when a staff member's leave balance is renewed.
#### **Steps to Add a Leave Item Entry**
1. Go to **People**.
2. Select a staff member > **Time** > **Leave Balance**.
3. Click **Manage Leave**.
* The **Manage Leave Items** screen appears.
4. Under the relevant **leave item**, click the **Expand** icon to view entries.
5. Click **Add New Entry**.
* The **Add New Entry** screen appears.
6. Enter the leave details for the new entry.
7. Click **Save Changes**.
***
### **Editing Leave Entries**
You can edit the following details for each **leave entry**:
* **Entitlement amount**
* **(Optional)** Carried-over amount
* **(Optional)** Expiry date for carried-over leave
* **Effective date**
This is useful if:
* Leave details were entered **incorrectly**.
* Company **HR policies change** (e.g., **pro-rating** leave for resigning staff or updating the **expiry date** for carried-over leave).
#### **Steps to Edit a Leave Entry**
1. Go to **People**.
2. Select a staff member > **Time** > **Leave Balance**.
3. Click **Manage Leave**.
* The **Manage Leave Items** screen appears.
4. Under the relevant **leave item**, click the **Expand** icon to view entries.
5. Find the entry to update and click **Edit**.
* The **Edit Entry** screen appears.
6. Update the required fields.
7. Click **Save Changes**.
***
### **Deleting Leave Entries**
* **Deleted leave entries cannot be recovered**.
* If a new leave balance needs to be granted, simply **add a new entry** instead of deleting an existing one.
* When a **new entry** is added, it will **automatically override** the previous entry from the **new effective date**.
#### **Steps to Delete a Leave Entry**
1. Go to **People**.
2. Select a staff member > **Time** > **Leave Balance**.
3. Click **Manage Leave**.
* The **Manage Leave Items** screen appears.
4. Under the relevant **leave item**, click the **Expand** icon to view entries.
5. Find the entry to delete and click **Remove**.
**Note:**\
If the **leave item** contains only **one entry**, deleting it will also **remove the entire leave item**.
---
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