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    Why leave does not accrue when an employee's job details do not match an employee group [FAQ]

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    OrangeHRM Administrator
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    Leave accrues only for employees who match one of the leave type's employee groups. If a group is defined by a job detail, such as Employment Status or a custom field like an employment type, and that detail is blank or out of date on the employee's Job tab, the employee no longer matches the group. The daily accrual then skips them. This often happens when an employee moves from temporary to permanent and their job details are not fully updated.

    Why this happens

    For leave types that accrue, the accrual rules give an amount to each employee group. Each time the accrual runs, OrangeHRM checks each employee against the groups' criteria:

    • If a group filters on Employment Status and the employee's employment status is blank, they do not match that group.
    • If the employee still has their old status (for example, Temporary), they match the old group instead. That group may have a different accrual amount, or no accrual row at all.
    • If no group with an accrual amount matches the employee, nothing is credited and no error is shown.

    Matching is checked on each accrual date. Fixing the employee's details does not credit accruals that were missed on earlier dates.

    How to fix it

    Open the employee (Employee Management > Employee List) and go to the Job tab. Check Employment Status, the joined date, job category, location and any custom fields your groups use.

    Go to Leave > Configure > Leave Types and click the Leave Rule icon for the leave type.

    On the Employee Groups tab, open the group the employee should belong to and note its criteria.

    On the Accrual Rules tab, under Leave Entitlements per Employee Group, check that this group has a row with Days to Accrue (or Hours to Accrue).

    Update the employee's job details, or the group, so they match. Future accruals will then run as normal.

    For accrual dates that were missed, add the missing amount from Leave > Entitlements > Add Entitlements, or contact OrangeHRM Support.

    Things to note

    • When a group uses several criteria, the employee must match all of them.
    • If an employee matches more than one group, only one group's accrual is applied.
    • Only System Admins can edit employee groups and accrual rules.

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