Job people-leave-balances-recalculated-from-your-written-rules-differences-listed · revised 12 October 2026
Recalculate staff leave balances from your written rules and list the differences
Leave balances recalculated by script from your written entitlement rules and booking dates, with every person whose balance differs from your system listed for your HR person to review.
You might be seeing
- Two sources give different balances for the same person
- Carry-over and part-year starters are worked out by hand each January
No passwords, keys, card details or admin invites needed to start.
What usually happened
Leave balances depend on entitlement, tenure, part-year starts, carry-over and bank holidays, and a hand calculation goes wrong at the edges. A language model is poor at this arithmetic, so the sums need to be done by a script.
Who it’s for: Office manager or HR lead whose leave balances in the system, a spreadsheet and what people believe do not match.
Usually starts when: Someone queried their balance at year end and nobody could show how it was worked out.
The result: From your written rules and booking dates you receive each person's recalculated balance, set against the balance in your system, with every difference listed and its working shown. The sums are done by a script that anyone can re-run. Sickness and absence reasons are never used.
Check whether this job fits
Answer these without sending files, logins or personal data. Nothing is submitted unless you choose to contact us.
What you get
- The recalculated balances
- The difference list with working
- The script and the input checksums
- A list of rules that cannot be written as arithmetic
Included
- Up to 100 people and one leave year
- A rule table you approve: entitlement by role and tenure, accrual, carry-over limits, bank holidays and part-year rules
- Booking dates for annual leave and carry-over only, with no sickness, parental or other leave types and no reasons
- A script that reproduces every balance from the inputs
- A difference list with the working for each person
Not included
- Sickness, absence reasons or any health data
- Statutory entitlement advice
- Changing any balance in your system
- Pay or payroll calculations
- Decisions on disputed leave
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Ten cases you work out by hand, including a part-year starter and a carry-over, match the script's balance exactly, and five of the ten stay with you until the test run.
Evidence: Your hand figures beside the script output.
Re-running the script on the same inputs gives byte-identical balances and the same difference list.
Evidence: Both outputs and the input checksums.
The input files contain no reason column, no other leave types and no health detail, and rules that cannot be written as arithmetic are listed as not covered.
Evidence: A column listing of the inputs and the not-covered list.
Sign-off. Your HR owner checks the ten cases and signs off in writing. Every difference stays a question until they decide, and ten cases is a smoke test, not a measured rate. Payment follows sign-off.
If it fails. If a test is not met, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote; no surprise work.
When it fits, and when we stop
It fits when
- Your leave rules are written down with figures
- Booking data covers annual leave dates only, with no reason column and no other leave types
- Staff names are replaced by codes before sending
- Your HR owner checks every difference
We stop and tell you if
- The rules are not written as figures
- The data includes sickness reasons or health details that cannot be removed
- You want us to say what the law requires
What could go wrong
This job reads files you send and writes a report. It changes nothing in your systems, so there is nothing to revert. Our copies of your files are deleted when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A rule is read wrongly and every balance is off. | You approve the rule table first, and ten cases you work out by hand must match exactly. |
| Health information enters the data. | Only annual leave dates are accepted, and an export with a reason column or other leave types is returned. |
| A difference is taken as proof your system is wrong. | The report shows the working, and your HR owner decides which side is right. |
A separate automated reviewer checks every output against the agreed test before hand-over. No person on our side reviews unless your agreement names one. Your named HR owner approves what is used.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the rule table and what counts as a booking
- Read the rules into a table you approve line by line
- Compute every balance with a script, not the model
- Set each result against your system's balance and list the differences
- Separate automated review of ten worked cases against your hand figures
- Hand over the report and script; delete our copies
This is a one-off job, not emergency cover or a subscription. We confirm eligibility, the total price, a start window and a delivery date before you accept, and an enquiry creates no charge or booking. Work starts only after agreed inputs, secure access and any needed permissions are in place.
Need to keep it working?
Discuss a recalculation at each year end.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- A spreadsheet with one formula per rule works if the rules are simple and one person owns it.
- Most HR systems calculate leave themselves; ask the supplier why a balance differs before assuming a fault.
Questions
Do you look at sickness records?
No. Health information is excluded. We use annual leave dates only.
Can you tell me what leave staff are legally owed?
No. We apply your written rules. Your adviser decides what the law requires.
Why a script and not the model?
Language models make arithmetic errors. The model only reads messy rule text, and a script does the sums so anyone can re-run them.
Send an enquiry
Send us
- Your leave rules as text
- The system or sheet the bookings live in, and the leave year
- The columns it exports, without data
Later, once you agree
- Annual leave booking dates per person code, through an agreed secure route
- The balance shown in your system per person code
- The approved rule table and the name of your HR owner
- Ten cases you work out by hand, five kept by you until the test run
- The agreement that names the model provider, its country and how long it keeps data, settled before any real personal data is shared
You keep the leave system and decide every balance. We receive coded exports with no reasons, return a report and script, and delete our copies when the job ends. We accept annual leave dates only, and return any export that has a reason column or other leave types.
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