My Hours Bank was reset: what should I do? – Day.io

When the Hours Bank balance appears to have been reset from one period to another, this may be related to the bank expiration configured in the Pay Policy or to the employee being transferred to another policy.

Before making any changes, check the Pay Policy dates, the balance history, and whether there was a policy change.

1. Check the employee's previous balance

To identify when the balance was closed:

In the Reports menu, click Hours Bank.
Select the employee you want to analyze.
Define a period that includes dates before and after the balance was reset.
Click Generate.
Use the columns icon to add information such as opening balance, closing balance, adjustments, and other available data.

Compare the periods to identify what the balance was before the expiration or Pay Policy change.

Example:

On 06/30, the employee had +12:00 in the Hours Bank;
On 07/01, the balance started appearing as 00:00;
In this case, check whether the bank period expired on 06/30 or whether a new Pay Policy started being applied on 07/01.

2. Check the Hours Bank expiration

To check the configured dates:

Go to Pay Policies.
Open the policy applied to the employee.
Select the Paid Overtime tab.
Check the following settings:
- Start date: determines when the Hours Bank starts being calculated;
- First expiration: defines an initial closing date when there is already a previous bank;
- Bank duration: determines how many months each period will last;
- Cyclic bank: defines how the bank expiration cycles work.

When a cycle reaches its end, the system closes the balance corresponding to that period. In cyclic banks, the oldest balance is automatically settled when it reaches the end of the cycle.

Therefore, a balance that is no longer displayed in the current period may be related to the configured expiration and does not necessarily mean the hours were deleted.

Important: it is not possible to configure the expiration to close only positive hours while keeping negative hours for the next period. The closing is applied to the period balance according to the rules configured for the Hours Bank.

3. Confirm whether the employee changed Pay Policies

In addition to expiration, the balance may not have been kept because the employee was transferred to another Pay Policy.

Check:

What the previous Pay Policy was;
What the current policy is;
The employee's start date in the new policy;
Whether the balance transfer option was used;
Whether the Hours Bank settings in both policies were the same.

The balance can only be transferred automatically when the Hours Bank settings of the policies are compatible.

4. Create a new Pay Policy, if necessary

If you need to start a new period with different dates or settings:

Go to Pay Policies.
Click + Create New.
Enter a title for the policy and click Create.
Configure all required rules, including:
- Overtime;
- Hours Bank;
- Night Shift;
- Tolerance;
- On-Call.
Save all settings before adding employees.

Important: add employees only after completing the configuration. Once employees are added, the main policy rules can no longer be changed.

5. Transfer the balance to the new Pay Policy

If the employee has not yet been added to the new policy:

Open the new Pay Policy.
Go to the Employees tab.
Click Add or Add employees.
Search for and select the employee.
Enter the Start date for the new policy.
Select Transfer remaining bank balance.
Click Add to confirm.

The transfer option will only be available when the policy settings are compatible, including bank activation rules, cyclic settings, phases, percentages, and limits.

Example:

The employee had +12:00 in Policy A;
Policy B has the same Hours Bank settings;
When adding the employee to Policy B, select Transfer remaining bank to the new pay policy;
The balance can continue to be considered in the new policy.

6. What should I do if the employee already changed policies without transferring the balance?

If the employee was already added to the new policy without the transfer, check the Hours Bank report to identify the closing balance from the previous policy.

Then, correct the amount through an adjustment:

In the Reports menu, click Hours Bank.
Click Adjust Bank.
Select the employee.
Enter a date within an open period.
Select the corresponding Hours Bank phase.
Enter the positive or negative amount that should be adjusted.
Add a clear reason to identify the origin of the balance.
Confirm the adjustment.

Example reason:

Transfer of the closing balance from the previous Pay Policy, ended on 06/30.

Adjustments can only be made in an open month. After closing, it will no longer be possible to change the Hours Bank for that period.

7. What should I do when the Pay Policies are different?

When the policies have different settings, the Transfer remaining bank to the new pay policy option may not be available.

In this scenario:

Check the employee's closing balance in the previous policy;
Confirm which balance should be kept;
Check which phase of the new policy the balance should be recorded in;
Make an Hours Bank adjustment in the new policy;
Add a reason that identifies the manual transfer.

This validation is important because the policies may have different phases, percentages, multipliers, limits, or bank periods.

Tips or troubleshooting

Check the Hours Bank report before making any adjustment.
Review the bank start date, expiration date, and duration in the Pay Policy.
Confirm the date when the employee started being part of the new policy.
When creating a new Pay Policy, complete all settings before adding employees.
If you want to transfer the balance automatically, confirm that the rules of both policies are compatible.
Use clear reasons in adjustments to make future reviews easier.
Adjustments cannot be made in periods that are already closed.

Best practices

Regularly review the expiration dates of Pay Policies.
Plan the possible creation of a new policy before the current period ends.
Generate a report with the balances before transferring employees.
Confirm whether automatic transfer is available before completing the policy change.
Record the dates, balances, and reasons used in manual transfers.
Inform those responsible for attendance management about what will happen to balances when they expire.

Frequently asked questions

My Hours Bank balance was reset from one month to the next. Were the hours deleted?

Not necessarily. The bank period may have reached its expiration date, or the employee may have started being part of another Pay Policy. Check the Hours Bank report and review the dates configured in the policy.

How can I tell when the Hours Bank expires?

Open the employee's Pay Policy and, in the Paid Overtime tab, check the Start date, First expiration, Bank duration, and Cyclic bank fields.

Can I transfer the balance to another Pay Policy?

Yes, as long as the Hours Bank settings in both policies are compatible. When adding the employee to the new policy, select Transfer remaining bank to the new pay policy.

Why didn't the balance transfer option appear?

The option may not be available when the policies have different settings, such as different cyclic configurations, phases, percentages, or limits.

The employee was already transferred without the balance. What should I do?

Check the closing balance in the Hours Bank report and make an adjustment in the new policy, entering the amount, corresponding phase, and a reason.

Can I adjust the balance directly in the previous period?

Only if the month is still open. After closing, it will no longer be possible to make Hours Bank changes for that period.

Is it possible to reset only the positive balance and keep the negative balance?

No. It is not possible to configure the expiration to close only positive hours while negative hours continue accumulating. Closing considers the period balance according to the configured rules.

Do I need to create a new Pay Policy when the bank expires?

It depends on the configuration used by the company. Cyclic banks automatically close the oldest cycle. If new dates or rules need to be applied, create and configure a new Pay Policy before adding employees.