If there are incorrect balances, you can manually import balance adjustments to SeaTalk. You can only make changes to balances as of the current month in the current leave year. 
To make minor adjustments to an employee’s leave balance, learn how to adjust an employee’s leave balance.

Please note: you cannot import leave adjustment for leave types with the No balance, just track taken balance release setting. For this leave type, you can only import leave taken. For leave types with the Credit balance upon approval balance release setting, you can only credit leave days when the balance from the current period is zero. 

Permissions needed

• Leave Summary permission

Before you start

• Set up your departments and employees.
• Set up your leave system.
• Identify the employee balances you want to update.

1.Download the template for import

Before you can download the template, you must select the departments and specific employees whose balances need adjustment. 

A template will then be generated with a list of employees in the selected departments, the leave types they are entitled to in their respective leave policies, the Credit column, the Valid Period for Credit column, and the Deduct column. 

To download the template:

• In the SeaTalk Admin Center, navigate to Application > Leave & Attendance.
• In the left panel, click Leave Summary. 
• In the upper right, click Update Balance. 
• In the upper left, click the Import Adjustment tab. 
• In the Step 1 section, click Select employee & export template. 
• In the dialog box: 
  • On the left, select the checkboxes next to the departments or specific employees whose balances you want to adjust. They will be included in the exported template.
  • To locate employees in a sub-department, locate its parent department and click Subordinate to its right. You can select the checkboxes next to the sub-department or specific employees. 
  • To locate a department, sub-department, or specific employees, use the search box and enter the name of the department, sub-department and employees.
  • In the right panel, you can click the cross icon to unselect a department or specific employees. 
  • To reverse all changes, click Unselect All in the upper right. 
• Once the department and employees you want are added to the right panel, click Export. This will prompt a download of a .XLSX file.
• Download and open the file. You need to add in balance adjustments to this template file for import.

2.Set up your import file

In the template spreadsheet, you can view instructions and details on each employee. Each employee row will have blank cells for the Credit column, the Valid Period for Credit column, and the Deduct column. 

Enter the balance adjustments you want to import in the template and save the file. Before entering balance adjustments, ensure that you learned how to understand an employee’s leave details.

For your leave records to be imported: 

• Your employee must have an organization join date. 
• Your employee must be assigned to a leave policy.

Guidelines on entering information: 

• In the Credit column, enter the leave days you want to add to an employee’s balance for each leave type. Only positive numbers are allowed (e.g., 3.5, 10). This number will be added to the existing balance they have for the rest of the period. For leave types with the Credit balance upon approval balance release setting, you can only credit leave days when the balance from the current period is zero. 
• In the Deduct column, enter the leave days you want to subtract from an employee’s balance for each leave type. Only positive numbers are allowed (e.g., 3.5, 10). This number will be subtracted from the existing balance they have for the rest of the period. 
• The Valid Period for Credit column is only applicable for leave types with the Credit balance upon approval balance release setting. For such leave types, enter the valid period in DD/MM/YYYY format for leave days you want to credit or deduct from the employee’s balance. 

3.Import your leave adjustment

Once you’ve saved your balance adjustments in the import file: 

• In the SeaTalk Admin Center, navigate to Application > Leave & Attendance.
• In the left panel, click Leave Summary. 
• In the upper right, click Update Balance. 
• In the upper left, click the Import Adjustment tab. 
• In the Step 2 section, click Browse and select your import file. 
• Click Import. 
• View how many rows were imported successfully and how many failed to import. If there were errors, click Click to download failed data and download the .XLSX file. In the file, reasons for the error will be added as comments.
• Click Go to Check and you’ll be redirected to the Balance Details tab with the imported leave details.