Yearly Usage Limit

The Yearly usage limit plugin caps the total amount of time off that can be used within a defined year. This prevents employees from using more than their intended annual entitlement, even if they have accumulated more.

When to use

Use this plugin when:

• Company policy caps annual usage regardless of available balance
• You need to track usage against a year other than the calendar year

Parameters

How it works

The plugin tracks total usage within the defined year. Pending requests always count, so employees can’t “reserve” more time than allowed:

1. Determines which year the request falls into based on the start date
2. Sums all used and planned time off in that year, including pending (not yet approved) requests
3. Blocks the request if it would exceed the maximum

Year boundaries

The “year” is defined by the Year Start Month :

Examples

Limit carryover usage

Allow unlimited carryover of balance, but only 5 carryover days can be used per year:

1. Add the Yearly Usage Limit plugin
2. Set Maximum Yearly Usage to 5
3. Set Year Start Month to match your vacation year

This is useful when combined with an accrual of 25 days per year—employees can use 25 fresh days plus up to 5 carryover days annually.

Calendar year cap

Limit total usage to 30 days per calendar year:

1. Add the Yearly Usage Limit plugin
2. Set Maximum Yearly Usage to 30
3. Set Year Start Month to January

Combined account limit

If you have separate vacation and personal day accounts but want a combined usage cap:

1. Add the Yearly Usage Limit plugin to your vacation policy
2. Set Maximum Yearly Usage to your combined limit
3. Add the personal days account to Include Accounts

Error messages

When a request would exceed the yearly limit, employees see a message indicating:

• The yearly limit
• How much they’ve already used
• How much remains available