Summary

This topic explains the fields and options on the Australian Annual leave form that you will use to add an annual leave transaction.

Entitled

Pay out all accrued:

Yes/No field that indicates whether to pay the employee all of their Entitled and Total pro-rata leave. If you select 'Yes', then the leave amounts and transaction total are calculated automatically after you click OK and process the employee's pay. You don't need to complete any other fields.

Holiday start date:

Enter the commencement date of the employee's annual leave or select from the calendar.

Reduce by:

Enter the quantity of hours or days for the employee's annual leave pay. The unit, whether hours or days, must equal the Entitlement unit specified in the employee's annual leave table. This value is used to reduce the employees leave entitlement on the Annual Leave tab page of the employee's record. If this value is greater than the employee's entitled leave available, then the balance is transferred to the Pro-rata section.

Holiday end date:

This field is automatically populated using the Holiday start date and Units reduced by field values.

Units to be paid:

This field is completed automatically using the Reduce by field, and indicates the number of hours or days to pay from the employee's annual leave entitlement. You can override this value if the units to be paid is different from the units to be reduced on the employee's Annual Leave tab.

Award code:

Leave blank if the employee will be paid their annual leave based on their default award. If you want to override the default, then select an award.

Rate Code:

Leave blank if the employee will be paid their annual leave at their default rate. If you want to override the default, then enter an override rate (typically '0') or select a rate.

Rate:

This field is completed automatically using the default rate code for this employee. If the Rate Code above is an override rate, then you can manually enter a rate amount.

WAP Code:

Enabled when Company Settings | Payroll | Processing | Transactions | Edit WAP codes = Yes.

PayGlobal uses the Work Area Position Code attached to this employee. If the default is incorrect for this transaction, then you can change this WAP Code.

Reduce by field

If the Reduce by units in the Entitled section are more than the Entitled units on the employee's Annual Leave tab page, then units will be taken from current accrued leave and displayed in the Pro-rata section.

If the Reduce by units in the Entitled section exceed the AL units available on the employee's annual leave tab, then the following message appears:

"Units to be paid now exceeds 'Pro-Rata hours\days'. Use it anyway?"

• No (recommended)

  The Entitled and Pro-rata Units to be paid will be reduced to match the total leave available.

• Yes

  The entitled leave will be reduced. The additional units will be transferred to the Pro-rata section causing the AL Units Available on the employee's Annual Leave tab to be a negative amount. This option is not recommended because leave outside the employee's entitlement is typically taken as leave without pay.

Pro-rata

Reduce by:

This field is populated automatically using the value in the Reduce by field in the Outstanding section. The value in this field is the balance of leave that the employee is taking in addition to their Outstanding leave entitlement. For example, if the employee has 8 days outstanding leave and takes 10 days leave, then this field displays the balance of 2.

Units to be paid:

This field is completed automatically using the Reduce by field, and indicates the number of hours or days to pay the employee pro-rata annual leave. You can override this amount if the units to be paid is different from the units to be reduced on the employee's Annual Leave tab page.

Rate Code:

Leave blank if the employee will be paid their annual leave in advance at their default rate. If you want to override the default, then enter an override rate (typically '0') or select a rate.

Rate:

This field is completed automatically using the default rate code for this employee. If the Rate Code above is an override rate, then you can manually enter a rate amount.

Job Code:

Enabled when Edit Job Codes = 'Yes' in Modify Company Settings. If you are using Job Costing, then enter the Job Code for this transaction.

Cost Centre Code:

PayGlobal completes the Cost Centre Code automatically, based on records in other areas of PayGlobal. See Allowance Transaction Hierarchy for more information. If the default is incorrect for this transaction, then you can change the Cost Centre Code.

Pay pro-rata loading:

This value is derived from the settings on the Annual Leave Tables - Values tab. The value of Leave Loading is a percentage. Select 'Yes' if you want to calculate the Qty * Rate for pro-rata.

Leave loading:

This value is generated when you process the transaction. If you want to override this value, then:

1. Enter the required value
2. Manually calculate the Transaction Total below — normally ((Qty * Rate) + Leave loading)
3. Ensure that Recalculate = No.

Transaction total:

This field is system generated when you process the pay. Leave it as 0.00 unless you want to override the Transaction total.

Recalculate:

This field is normally set to 'Yes'. If you entered an override in the Transaction total field above, then change Recalculate to 'No'.

Suppress auto pays until:

Enabled when Auto-pay = "Yes" on the Employees - Payments tab. If you enter a date, then after you close the pay, no permanent transactions or automatic salary payments will be created for the employee until you open the pay that includes this date.

Note: Auto-pays are suppressed if the Auto-pay suppress date is greater than the pay period end date.

In addition, you cannot manually add any transactions for the employee during the suppression period.

See also

Transaction Entry - Annual Leave