Time off application beyond policy year: How will this work?

Overview: 

With end of year time off applications, there will be instances where you may need to plan time off ahead that crosses over to the new year, however, how will that work in Omni? Specifically, how will Omni deduct the time off?

This guide aims to explain Omni's time off logic and give you some scenarios to explain the logic further. 

TABLE OF CONTENTS

• Omni Time Off Logic Explained
• Scenario based explanations
  • Scenario 1
  • Scenario 2

Omni Time Off Logic Explained

Essentially, the time off logic built in Omni is dynamic. It depends on two main factors: 

• Time off policy settings
• Existing & upcoming time off events

Thus, the system will recalculate every time there's a time off event update i.e. new leave taken, update to time off application, cancellation of time off. 

As a result, the deduction of planned leave will depend on the policy settings and the available balance at that specific point in time.

Scenario based explanations

Scenario 1

Amy who is based in Malaysia is submitting annual leave for the duration: 29/12/2025 to 07/01/2026. Her current available balance as of year end is 5.5 days. She encounters an error as below:

"You cannot apply for more than the time-off balance available to you. Your request also spans multiple policy years; please submit separate requests for each policy year."

Why this happened

Amy’s company’s annual leave policy is set as follows:

Policy renewal: 1 January

Carryover: Not allowed

Allow negative balance: Not allowed

Calculation: Working days only

Since her available balance of 5.5 days applies only to the 2025 policy year, the system does not allow her to submit a single request that spans into the 2026 policy year. Because:

• Negative balance is disabled, so she cannot borrow from 2026 leave.
• Carryover is not permitted, so unused 2025 balance cannot move into 2026.

What Amy should do

To apply successfully, Amy will need to submit two separate requests:

1. One for 29–31 December 2025 (within her 2025 balance).
2. Another for 02–07 January 2026 (to be deducted from her 2026 balance).

Scenario 2

David who is based in UK is planning annual leave for the duration: 24/12/2025 to 02/01/2026 [Application for 5 days - within his current available balance]. His available balance was 6 days, and after applying this planned leave his current available balance is 2 days. He is curious on whether the planned leave deduction will come out of his 2025 balance or will also deduct from his 2026 entitlement?

The short answer

It cannot be determined upfront. Leave deduction is dynamic and depends on:

• The company’s annual leave policy settings
• Other leave requests David may submit before this period
• The balance available at the time the leave is taken

However, here are some possible cases of what could happen:

Annual leave settings in David's company:

Policy renewal: 1 January

Carryover: Up to 4 days, expiring 31 Mar 2025

Allow negative balance: Yes

Calculation: Working days only

Case 1:

If David takes another 2 days of leave in early December 2025, then by the time this leave happens, his end-of-year balance may drop. In this case, 4 days could come from 2025 entitlement, and 1 day from 2026 entitlement.

Case 2:

If David does not take any other leave before December, then:

• 4 days will be deducted from his 2025 entitlement.
• On 01 Jan 2026, a carryover process will run, moving up to 4 unused days into the new policy year.
• The 1 day of leave in January will then be deducted from this carryover balance, leaving him with 1 carryover day remaining.

Case 3:

If David submits another 5-day leave before December, his 2025 balance would reduce to just 1 day. In that case, for the December–January leave, 1 day is deducted from 2025, and 4 days from 2026 entitlement.

Key points/takeaway:

The exact split of leave days between 2025 and 2026 will only be clear once all leave requests and carryover events are processed. The system dynamically calculates the balance based on the latest status at the time the leave is taken.

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