--- title: "How to Set Yearly Entitlements and Carry-Over Days" description: "How to give each employee an individual yearly entitlement and carry-over days in Vitextra Absence & Coverage: the Balances list, how a row is matched to a person, type and year, how to find the TypeId, worked examples and what employees see on their balance cards." url: https://vitextra.com/en/support/kb/10353 language: en published: 2026-10-28 modified: 2026-10-28 products: - "Absence & Coverage" author: "Lidija Reising" tags: ["yearly leave entitlement", "carry-over days", "Balances list", "vacation balance SharePoint", "individual leave allowance", "TypeId", "EmployeeEmail", "absence balance setup", "Vitextra Absence & Coverage"] --- # How to Set Yearly Entitlements and Carry-Over Days How to give each employee an individual yearly entitlement and carry-over days in Vitextra Absence & Coverage: the Balances list, how a row is matched to a person, type and year, how to find the TypeId, worked examples and what employees see on their balance cards. ## Overview By default every employee gets the same number of days for a type: the `AnnualAllowance` of the absence type, for example 20 days of Vacation. In real life the numbers differ: a long-serving employee has extra days, a new colleague has a pro-rata amount, and unused days may be carried over from last year. For these cases Vitextra **Absence & Coverage** has the optional `Balances` list. A row in this list says: "this person has this entitlement of this type in this year". The row replaces the default allowance for exactly that combination, and the employee's balance card in My Absences uses it. This article shows how to fill the list. ๐Ÿ“ **Note** The `Balances` list is optional. Without a row the allowance of the absence type applies, and without any allowance (`0`) the type has no limit and no balance card. The product does not calculate accruals or carry-over by itself: you enter the numbers. --- ## Columns of the Balances list | Column | What to enter | |:---|:---| | `Title` | Any label for people reading the list, for example "Anna Berzina โ€” Vacation โ€” 2026" | | `Employee` | The employee as a person. Useful when reading the list; the web parts do not match on it | | `EmployeeEmail` | The employee's e-mail address as text. The web parts match on this column | | `TypeId` | The item ID of the absence type in the `AbsenceTypes` list | | `Year` | The calendar year, for example `2026` | | `Entitlement` | The days the person is entitled to in that year (one decimal) | | `CarryOver` | The days carried over from the previous year (one decimal) | --- ## How a row is matched My Absences looks for the row of the signed-in person and of the year it shows, and then takes the row of each absence type by `TypeId`. The entitlement shown is `Entitlement` plus `CarryOver`. โ— **Important** A row is found only if all three values agree: the e-mail address in `EmployeeEmail`, the `TypeId` and the `Year`. A typo in the address or a wrong ID means that the row is silently ignored and the default allowance of the type is used instead. Use the primary e-mail address of the account, the one shown in the user's profile. Keep exactly one row per person, absence type and year. If there are two, only one of them is used and you cannot control which. --- ## Find the TypeId `TypeId` is the number that SharePoint gives to the row of the type in the `AbsenceTypes` list: 1. Open the `AbsenceTypes` list on the product site. 2. Show the `ID` column in the list view, or open the item and read the number after `ID=` in the address bar. 3. Write this number into `TypeId` of the balance row. In a list that was created by the product and not changed since, the seven default types normally have the IDs 1 to 7 in the order of the table in [KB10352. How to Add and Configure Absence Types](https://vitextra.com/en/support/kb/10352). Check the IDs in your list before you rely on that. --- ## Add a row 1. Open the `Balances` list on the product site and add a new item. 2. Fill in `Employee` and `EmployeeEmail` for the same person. 3. Enter the `TypeId` and the `Year`. 4. Enter `Entitlement`, and `CarryOver` if there are days from the previous year. 5. Save the item. ![The Balances list with entitlements for 2026](https://static.vitextra.com/articles/10353/balances-list-en.png) *The Balances list with entitlements for 2026* ### Examples The examples assume the default Vacation type with `AnnualAllowance` 20. | Row in `Balances` | Entitlement on the card | Comment | |:---|:---|:---| | None | 20 | The type allowance applies | | `Entitlement` 25, `CarryOver` 0 | 25 | The row replaces the allowance; it is not added to it | | `Entitlement` 20, `CarryOver` 3.5 | 23.5 | Carry-over is added to the entitlement | | `Entitlement` 0, `CarryOver` 0 | 0 | The row exists, so the allowance of 20 is no longer used | | Row for 2026 only | 20 for 2027 | Rows are per year: add the next year's row in time | For a type without an allowance, such as Sick leave, a row with `Entitlement` 30 creates a card with 30 days and a limit where there was none. --- ## What employees see In the **Balances** section of My Absences each type with an allowance or a row gets a card. The large number is the days that remain; the caption reads "of 24 ยท used 5 ยท pending 2" in the language of the page. The progress bar shows used plus pending days in relation to the entitlement. ![Balance cards in My Absences](https://static.vitextra.com/articles/10353/balance-cards-en.png) *Balance cards in My Absences* Used days are those of approved requests that start in the year shown; a request is booked completely to the year of its start date. Pending days belong to requests waiting for a decision. Rejected and cancelled requests are not counted. The panel for a new request also shows the days that would remain after it. How the numbers are read is explained in [KB10328. How to Read Your Absence Balances](https://vitextra.com/en/support/kb/10328). ๐Ÿ’ก **Tip** At the end of each year, copy the rows to the next year and update `Year`, `Entitlement` and `CarryOver`. If you want to let people request more days than the balance, see [KB10357. How to Allow Negative Balances](https://vitextra.com/en/support/kb/10357).