---
title: "Incorrect Work Period When Calculating Leave in 1C:Payroll and HR Management"
country: KZ
lang: en
author: Сапа Т.И. (https://buhgpt.kz/authors/sapa-ti)
date: 2026-10-16
canonical: https://buhgpt.kz/suraqtar/v-zupe-pri-raschete-otpuska-period-raboty-stoit-ne-korrek-en
source: BuhGPT
---

# Incorrect Work Period When Calculating Leave in 1C:Payroll and HR Management

> **TL;DR:** How the problem manifests itself When entering a “Leave” document in “1C:Payroll and HR Management,” accountants in Kazakhstan often encounter a situation where the program automatically enters an incorrect work period (work year) for which annual paid leave is granted. The sy

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How the problem manifests itself
When entering a “Leave” document in “1C:Payroll and HR Management,” accountants in Kazakhstan often encounter a situation where the program automatically enters an incorrect work period (work year) for which annual paid leave is granted. 
The symptoms may vary:

- the dates in the work year field do not match the employee’s hiring date;

- the period starts “in the middle of the month” or even on a future date;

- when another leave is recorded, the period does not shift and overlaps the previous one;

- for a new employee, the period starts not from the hiring date but from an earlier or later date.

An incorrect work period is not merely a cosmetic defect. It affects the correct calculation of the number of leave days and unused leave balances and, consequently, the amount of leave pay and termination compensation. Therefore, the cause must be identified before the document is posted and the payment is made.
Why the period is determined incorrectly
The program does not calculate the work year “out of thin air”—it relies on several data sources. The error almost always lies in one of them.
1. Incorrect employee hiring date. The work year for annual leave is counted from the hiring date. If the date in the “Hiring” document or HR history contains a typo, or the hiring was recorded retroactively or with a future date, the leave period will shift by exactly the same amount.
2. Duplicate or conflicting HR documents. If an employee has an unnecessary hiring record, a transfer involving a change in terms, or an HR document posted by mistake, the program may use the “wrong” starting point for length of service.
3. Previously entered leaves and their periods. The program determines a new work period “from the previous one.” If the work year was incorrect in earlier “Leave” documents or leaves were entered out of sequence, the error continues further down the chain.
4. Configuration of types of service and excluded periods. Unpaid leave exceeding the limit, unauthorized absences, and other periods not included in leave entitlement service shift the boundaries of the work year. If such periods are recorded incorrectly or, conversely, are not recorded, the period boundary will “drift.”
5. Opening balances during data migration. When migrating from another program or starting accounting from a date later than the hiring date, it is important to enter opening leave balances and work periods correctly. Missing or erroneous balances are a common cause of an incorrect period for long-serving employees.
6. Manual editing of the period field. Sometimes the period was changed manually in previous documents, causing automatic completion to cease matching the underlying logic.
Who is affected

- Payroll accountants and HR specialists—they enter “Leave” documents and are responsible for the accuracy of leave pay.

- Employees receiving leave pay: an incorrect period may result in underpayment or overpayment.

- Organizations that have recently migrated to 1C from another system or started accounting from a date later than employees’ hiring dates—their risk is higher because of opening balances.

- Companies with frequent transfers, unpaid leave, and secondary-job employees, where leave entitlement service is more complex to calculate.

What to do—step by step
Step 1. Check the employee record and hiring date. Open the individual/employee record and the hiring section. Make sure that the hiring date is correct and was not changed by mistake. The first work year starts from this date.
Step 2. Review the entire HR history. Check for duplicate hiring records, unnecessary transfers, or incorrectly posted documents. Remove or correct erroneous entries after first coordinating this with the responsible person.
Step 3. Analyze previously entered leaves. Open previous “Leave” documents and verify that the work year is stated correctly and that the periods do not overlap. It is more convenient to correct the error starting with the earliest document so that subsequent documents are recalculated logically.
Step 4. Check leave balances. Generate a leave balance report (in the HR or payroll reports section). Compare the work years for which balances are recorded and check whether their boundaries correspond to the hiring date and length of service. If accounting began after the hiring date, check the document used to enter opening leave balances.

Step 5. Check excluded periods. If the employee had extended unpaid leave or other periods not included in leave entitlement service, make sure they are recorded correctly. If necessary, verify the configuration of time types and their effect on length of service.
Step 6. Open the period breakdown in the “Leave” document itself. In the new document, go to the work year field (the period for which leave is granted). If the source data has been corrected but the period is still wrong, carefully adjust it manually and be sure to document the reason for the change.

Step 7. Recheck the result. After making the corrections, perform the calculation again, verify the number of days and the amount of leave pay, and, if necessary, recalculate previously paid leave.
> Tip: before making bulk corrections, create a backup copy of the infobase. Changes to HR history and balances affect calculations and may impact closed periods.
How to prevent the issue from recurring

- Always enter hiring records, transfers, and leaves in chronological order.

- When starting accounting from a date later than the hiring date, be sure to enter opening leave balances and check the work periods.

- Regularly generate a leave balance report and compare it with hiring dates.

- Do not edit the work year field manually without a compelling reason—first look for an error in the source data.

- Keep the program and its regulatory components up to date.

FAQ
1. Where does the program obtain the work year boundaries for leave?
The starting point is always the hiring date from the HR documents. The program successively counts complete work years, analyzes leave entitlement service already accrued and used, and shifts the end of the period by days excluded from service (for example, unpaid leave).
2. Can the period dates simply be changed manually in the document?
Technically, the pro

gram allows this, but doing so is strongly discouraged. A manual correction removes the symptom only in the current document. During the next leave or when calculating termination compensation, automatic completion will again produce incorrect dates and disrupt the leave balance registers. The source must be corrected: the hiring date, HR documents, or opening balances.
3. Why does a new employee’s work year not start from the hiring date?
There are three main reasons:
- a typo in the date of the “Hiring” document or a record entered retroactively or with a future date;

- duplicate or conflicting HR events (for example, an unnecessary unposted or canceled document);

- an incorrectly entered opening leave balance document (relevant during data migration).

4. How does unpaid leave affect the boundaries of the work year?
Under the labor legislation of the Republic of Kazakhstan, periods of unpaid absence exceeding the established limits are not included in the length of service entitling an employee to paid annual leave. The program automatically shifts the end date of the current work year forward proportionally by the number of excluded days.
5. Why did the period not shift or overlap the previous one when the second leave was recorded?
This happens if:
- the previous leave was entered with manual date adjustments that do not match the register logic;

- the documents were entered out of chronological order;

- fewer leave days were taken during one work year than the standard entitlement, and the program continues deducting the balance for the same unclosed period (which is normal behavior if the employee had unused days remaining).

6. How can you quickly determine the specific year for which the employee has an actual balance?
Generate the “Leave Balances” report (or the “Employee Leave Statement” directly from the individual’s record). The report clearly provides a breakdown of the service start date, the number of days due, the days actually used for each work year, and the excluded periods.
7. What should be done if leave balances become incorrect during database migration?
Open the “Opening Payroll Liability” / “Enter Opening Leave Balances” document for the specific employee and verify:
- the cut-off date as of which the balances were recorded;

- the service calculation start date;

- the number of unused days broken down by previous work years.

8. Is it necessary to recalculate previous leave after correcting the HR history?
If a correction to the hiring date or excluded periods affected the number of leave days due or shifted the calculation period for average earnings, recalculation is mandatory to avoid underpayment or overpayment.
Important: Make any corrections to HR history and documents from previous closed periods only after creating a backup copy of the infobase.
Frequently asked questions
Where does the program obtain the work year for leave? — The calculation starts from the employee’s hiring date, taking into account previously granted leave and periods not included in leave entitlement service. An error in any of these sources shifts the period.
Can the period simply be corrected manually in the “Leave” document? — Yes, but this addresses the effect rather than the cause. If the root of the problem is the hiring date or balances, the error will recur in the next document. Correct the source data first.
Why does a new employee’s period not start from the hiring date? — Most often, this is due to a typo in the hiring date, a duplicate HR document, or opening balances entered incorrectly during data migration.
Does unpaid leave affect the period? — Yes, periods not included in leave entitlement service shift the boundaries of the work year. Check that they have been recorded and configured correctly.
Is it necessary to recalculate leave that has already been paid after making corrections? — If the period dates or balances affecting the number of days were changed, recalculation is necessary to eliminate any underpayment or overpayment. Be sure to create a database backup before making corrections.

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_BuhGPT — ИИ-помощник для бухгалтеров Казахстана: https://buhgpt.kz_