Handling supplementary balance left
When is supplementary balance left handled?
BitaBIZ supports two models for handling supplementary balance left:
Balance year | Handling |
12-month balance year | Automatic |
16-month balance year Danish vacation year (September 1 – December 31 the following year) | Manual |
Supplementary balance can be used for example for:
Other vacation
6th vacation week
OK days
Care days
Other company-specific days off
Model 1 – Automatic handling
Used when the balance follows a standard 12-month balance year.
Examples:
01.01 – 12.31
09.01 – 08.31
At the end of the balance year, any remaining balance is handled automatically.
In the policy, you can choose between:
Automatic deletion of remaining balance
Automatic transfer of remaining balance
No manual action is required.
Model 2 – Manual handling
Used when the balance follows the Danish vacation period:
September 1 – December 31 the following year
Example:
09.01.2025 – 12.31.2026
09.01.2026 – 12.31.2027
In this model, there is no automatic handling of remaining balance.
Instead:
Days or hours that cannot be transferred expire on 12/31
The balance is sent for further handling on 01/01
An administrator must choose how to handle the remaining balance
Delete
Transfer
Pay out
The new supplementary balance year only opens once the remaining balances have been handled manually
How to handle supplementary balance left manually
Go to: Payroll Admin → Vacation left transfer → Supplementary balance
Select the employees to be handled
Click “Handle selected users”
Choose method:
Delete → remaining balance is removed
Pay out → balance is reduced and sent to payroll
Transfer → balance is moved to the next balance year
Click “Execute”
Example of payout with a limit
If you choose Pay out with max. 5 days:
Up to 5 days are paid out
Days above 5 are automatically deleted
The employee’s balance is reduced through the payout
The paid out days are sent to the payroll file
⚠️ Important – Remaining balance must be handled before the balance can be used
If the supplementary balance follows the Danish model with manual handling, days or hours that expire on 12/31 will be sent for further handling on 01/01.
As long as the remaining balance has not been handled:
The employee cannot use the new balance earning
New days or hours cannot be planned
Expired days or hours block planning in the new calendar year
A Payroll Admin must therefore complete the handling and choose whether the expired balance should be:
Deleted
Transferred
Paid out
Once the handling is complete, the new balance earning is automatically released, and the employee can again plan and register days or hours.
FAQ
When is supplementary balance left handled automatically?
When is supplementary balance left handled automatically?
Supplementary balance left is handled automatically if your supplementary balance follows a 12-month balance year (e.g. from 9/1 to 8/31).
Here, the policy can be set up for either:
Delete automatically
Transfer automatically
When the balance year ends, the remaining balance will automatically be handled according to this setting – no manual action needed.
When does supplementary balance left need to be handled manually?
When does supplementary balance left need to be handled manually?
Supplementary balance left must be handled manually if your balance follows the Danish period (9/1–12/31).
Remaining balance expires on 12/31
On 1/1, the balance is sent for manual handling
Here you must choose whether the remaining balance should be:
deleted
paid out
transferred
What do I do if an employee can’t plan supplementary balance because the balance expired on 12/31?
What do I do if an employee can’t plan supplementary balance because the balance expired on 12/31?
Go to Payroll Admin → Vacation left transfer → Supplementary balance and complete the handling for the employee.
Once the handling is complete, the employee can again plan and register supplementary balance.
What happens if I choose “pay out” during manual handling?
What happens if I choose “pay out” during manual handling?
When you choose Pay out:
The employee’s remaining balance is reduced
The amount is sent to the payroll file
The payout can then be processed in the payroll system
Can you limit how much is paid out during manual handling?
Can you limit how much is paid out during manual handling?
Yes, you can set a maximum number of days or hours to be paid out.
Up to the limit → paid out
Above the limit → automatically deleted
Where can I see transferred supplementary balance left?
Where can I see transferred supplementary balance left?
You can see transfers in two places depending on whether you want to check the balance for one/a few employees or for several.
Calendar access (check balance for a few employees)
Go to: Payroll Admin → Calendar access → Open employee
→ Click “View history” on supplementary balance.
Here you can see:Transferred from previous balance year
Manual increases/reductions
Payouts
Earning
Usage
Balance log (check balance for several employees)
If you need to check balances for several employees, we recommend using the Supplementary Balance report in the Report Library
Go to: HR Statistics → Report Library → Supplementary Balance → Balance logFilter by Type = “Transferred”
Select relevant date/period
Export to Excel if needed
This gives you a complete list of all transfers
I accidentally paid out all supplementary balance left days manually – I should only have transferred a max of 5 days. What do I do?
I accidentally paid out all supplementary balance left days manually – I should only have transferred a max of 5 days. What do I do?
Mistakes are corrected via Calendar access.
Find the affected employees
Use Balance log in the report library
Filter by “Paid out”
Select the start date for the new balance period
The balance log shows all registered payouts and can be exported to Excel as documentation
Note: The report library is for viewing and exporting only – not for making changesCorrect the balance manually
Go to: Payroll Admin → Calendar access
Open the employee’s calendar
Use Increase to correct the balance by adding back the number of days that were paid out by mistake
Add a note to the adjustment (e.g. “Incorrect payout – manually restored”)
Summary:
Report Library (Balance log) is where you view and export changes and history
Calendar access is where you make and document manual corrections
The employee can’t use other vacation hours, and the system shows “Expire 12.31.2025”. What do I do?
The employee can’t use other vacation hours, and the system shows “Expire 12.31.2025”. What do I do?
If other vacation is set up as supplementary balance under the Danish model, “Expire 12.31.2025” means the hours belong to a period that expires on 12/31.
When the hours have expired, they are sent for manual handling on 01/01. As long as the handling is not completed, the employee cannot use the new balance, and new hours may be blocked for planning.
The solution is to go to:
Payroll Admin → Vacation left transfer → Supplementary balance
Find the employee and choose whether the hours should be deleted, transferred or paid out.
If the hours need to be available now, they should normally be transferred via the handling — not deleted and manually increased as the first solution.
Supplementary balance left was handled on 1/1 and I made a mistake – how do I correct it?
Supplementary balance left was handled on 1/1 and I made a mistake – how do I correct it?
Once you have handled an employee’s supplementary balance left manually, they are removed from the supplementary balance left page. And they cannot be handled again.
If you handled the days incorrectly (transferred, paid out, deleted), correct the balance via Calendar access.
Click: Payroll Admin -> Calendar access -> Open the employee’s calendar and correct manually using the "Increase", "Reduce", or "Pay out" function.
Can I handle supplementary balance left again after it’s been completed?
Can I handle supplementary balance left again after it’s been completed?
No, once an employee has been handled, they are removed from the list and cannot be handled again.
Any mistakes must be corrected manually via Payroll Admin -> calendar access.
Why haven't remaining days been transferred to a supplementary balance (e.g., other vacation) for an employee?
Why haven't remaining days been transferred to a supplementary balance (e.g., other vacation) for an employee?
When your supplementary balance policy is set to automatic transfer, any remaining days are automatically handled at the end of the period.
If the remaining days for a supplementary balance haven't been transferred automatically, it's usually due to one of the following reasons:
The employee follows a different period than the company's standard
The policy for the supplementary balance is set to automatic deletion instead of automatic transfer
The employee had no remaining balance on the supplementary balance at the end of the period
A manual adjustment has been made
Policy change occurred after the period ended
➡️ Go to Payroll Admin → Calendar Access
➡️ Under Supplementary balance, click “View history”
Here you can see the employee’s balance, transferred days, and transactions for the period.
This is the main place to investigate the reason for missing transfers.
As an extra check, you can also review the transfer in the balance log:
➡️ HR Statistics → Report Library → Other vacation → Balance log
Select Type = “Transfer” and date = 9/1, when the transfer should have been completed.
If the transfer is missing, you can manually adjust the employee’s other vacation balance directly from Calendar Access.
If everything looks correct in Calendar Access (and possibly the Balance log), but the transfer is still missing, you can contact Online support to have the issue investigated (do this by writing that you would like to speak with a human in the online support channel).