Reconciling leave records after a data import

A successful upload confirms that rows were processed; it does not prove that leave records agree. Reconcile the approved source, imported transactions and destination balance at the same cut-off date before staff use the new records.

Preserve the source extract, import file, field mapping and cut-off date. Match employees using their identifiers, compare each balance by leave type, and include historical leave taken; keep the old system read-only where feasible until the responsible payroll or HR owner signs off.

Start with a sample covering different leave types, work patterns, valid negative or adjusted balances, and employees with recent changes. Use it to check the mapping, then apply the same checks across all imported records.

Record the effective date of each source balance and set a reconciliation cut-off date. Compare imported transactions for the period after the source balance date, apply them to that balance, and check the result against the destination balance at cut-off.

Check each imported transaction against the source history using the employee identifier, leave type, date and amount. This helps identify missing, duplicated or incorrectly mapped entries.

For each difference, log the employee identifier, leave type, cut-off date, source balance, relevant imported transactions, destination balance, cause, correction and recheck result. Keep the log with the source extract and mapping.

For a mapping difference, compare the source and destination employee and leave-type mappings, correct the mismatch, and reimport only the affected records after checking for duplicates. For rounding, check the conversion and apply the approved rounding rule; record any residual rather than adjusting it silently.

For a duplicate transaction, remove or reverse the extra entry while retaining its history. For missing history, add the absent transaction from the source record with its correct date, then recalculate the balance.

For a changed rule, confirm the applicable rule and effective date with the payroll or HR owner. Recalculate affected balances, record the adjustment and compare them again.

Pass reconciliation only when the destination balance matches the balance reconstructed from the source and imported transactions under the documented rounding rule. Correct and recheck every other difference before sign-off.

Keep the source extract, mapping, correction evidence and adjustment log with the payroll records. The Fair Work Ombudsman's Record-keeping and pay slips fact sheet is a relevant Australian reference.

If the destination is Tanda, check how balances update: Tanda Payroll uses the balance at the end of the last pay period for the current period and updates it when payroll is run; manual changes update the balance immediately. With other payroll software, balances typically sync to Tanda twice a day, but changes made in Tanda do not flow back to that payroll system.

If balances do not sync automatically to Tanda, export them to a CSV file and import them. The leave type's Export Name must exactly match its name in the payroll software for it to sync.

Finally, submit and approve a new leave request. Confirm that the balance changes once, the transaction appears in the downstream payroll process, and a correction can be made without erasing the history.

Key Compliance References for Australian Employers