Entitlements & Absences
In FiscFlow, taking leave means logging an absence against your position, and an entitlement is how much of each leave type you're allotted. This page covers how to record leave, how to check your balance, and - for admins - how entitlements are set up.
Recording an absence
Leave is just an hours entry with an absence hours type - it goes through the same submit-and-approve path as worked time.
- Add an hours entry and choose an absence type
Sick, vacation, personal, and so on - the choices come from the submission's category.
- Enter the amount
Depending on the type, you enter it by the hour, in half days, or in full days. (Breaks don't apply to an absence, so that section is hidden.)
- Submit with the rest of the period
Absences go through the same submit checklist and approval as worked time.
Hours types & usage units
Every hours type is either worked time or an absence, and each absence type carries a usage unit that controls how it's counted:
| Usage unit | Entered as |
|---|---|
| Hours | By the hour. |
| Half day | In half-day units (half of your hours-per-day). |
| Full day | In whole-day units. |
Your leave balance
The Entitlement Summary (under Entitlement) shows, for each leave type in a fiscal year, how much you're entitled to, how much you've used, and the percent used.
| Column | Meaning |
|---|---|
| Entitled Hours | Your allotment for that leave type, converted to hours (a day-based allotment × your hours-per-day). |
| Used Hours | Absence hours of that type you've submitted - drafts that aren't submitted yet don't count. |
| % Used | Used ÷ entitled, shown as a progress bar. Over 100% is flagged as overuse. |
You can record more leave than you're entitled to - FiscFlow won't stop the entry. Instead the Entitlement Summary shows the type over 100% used so it can be caught in review. Check your balance before submitting a long absence.
A related flag: a row showing hours used but zero entitled usually means the absence falls outside any matching entitlement window (or none is set up for that type and year) - worth checking the entitlement's dates.
The summary is also available as a report and dashboard source, so leave usage can be monitored district-wide.
Why some absences must be whole days
For half-day and full-day absence types, an entry's duration must be a whole multiple of your entitlement's hours-per-day. So if a position's day is 8 hours, a full-day absence must be 8 hours (not 6), and a half-day must be 4.
If you enter one of these in the wrong amount - or on a date not covered by an entitlement - FiscFlow blocks it with:
"This type of hours must be used in [Half Day / Full Day] increments. You may not have an entitlement set up for the selected date range."
Two things to check: is the amount a whole half/full day for that position, and does the employee have an entitlement covering that date? A missing or expired entitlement for the date range is the most common cause.
How entitlements are set up Admin / champion
Three records work together (under Entitlement):
| Record | What it is |
|---|---|
| Entitlement Package | A named bundle of leave allotments for a fiscal year (for example, the leave tied to a bargaining unit or contract). |
| Employee Entitlement | Assigns a package to a specific employee for a fiscal year, with an hours-per-day value used to convert days ↔ hours. Can add per-employee extra allotments. |
| Entitlement | A quantity of one absence hours type within a package (e.g. "10 days of sick leave"), in Hours or Days. |
- An employee entitlement's dates must fall within the fiscal year, and start on or before end.
- Hours per day must be between 1 and 24 - "You must set a valid number of hours per day."
- An entitlement quantity must be positive, and a package can't list the same hours type twice - "Duplicate entitlement hours detected."
Entitlements are a fixed allotment per fiscal year, not an accrual that builds up over time. A new year needs a new employee entitlement - there's no automatic carryover, so leave doesn't roll forward unless you set it up again.