Summary

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

Outstanding

Pay extra week only:

Enabled when Extra week = Yes on the employee's Extra Week tab. The employee must also be attached to an Annual Leave Table with Extra week scheme = Yes.

Select Yes to pay the employee from their extra week unit balances. Normally if an employee has Outstanding annual leave, PayGlobal will reduce this balance before using the extra week Outstanding balance on the condition they are both in the same annual leave year.

See also: Extra Week O/s

Note: You can select Pay extra week only = Yes and Pay out all accrued = Yes to pay out all an employee's Extra week - Outstanding and Current extra week - Total accrued.

Pay out all accrued:

Yes/No field that indicates whether to pay the employee all of their Outstanding and current Total accrued 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.

Generally an employee's annual leave is paid out fully only on termination. Two other situations when you could use this option are:

• When an employee changes from part-time or full-time to Casual
• When an employee has agreed to have their annual leave fully paid out before they commence parental leave.

Start date:

Enter the commencement date of the portion of the employee's annual leave to be paid out in this transaction, or select from the calendar.

Holiday start date:

This date should represent the original start date that the annual leave commenced, i.e. the start date from the approved leave request.

This date drives compliance for Rate calculation methods that contain "H2003calc" in their description.

For manually entered leave transactions the Holiday Start Date will default to be the same as the Start date. You will need to update this as applicable.

For module "P" leave requests (i.e. those originating from ESS and passed straight to payroll upon approval) the Holiday Start Date will reflect the start date from the originating leave request. This means where an employee requested leave that spanned multiple pay periods then for the 2nd and subsequent pay periods the Holiday Start Date will all be the same.

For module "T" leave requests (i.e. those originating from ESS and passed to Daily View upon approval) the Holiday Start Date will default to be the same as the Start date no matter how many pay periods the employee has been aways for in total.

For imported leave, if your import file has been modified to bring in a Holiday Start Date then the date will be whats in the import file. Otherwise the Holiday Start Date will default to be the same as the Start date.

Reduce by:

Enter the quantity of hours, days or weeks for the employee's annual leave pay. The unit, whether hours, days or weeks, 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 record. If this value is greater than the employee's entitled leave available, then the balance is transferred to the Advance section.

For imported annual leave records, if the employee's annual leave entitlement unit is Weeks and the Reduce Quantity is not supplied, then the Reduce Quantity (Reduce By) will be calculated using the quantity (in hours) based on the employee's Definition of Week as at the Holiday Start Date. If the Reduce Quantity is supplied this will be assumed to be in Weeks and no recalculation will be performed.

End date:

This field is automatically populated using the Start date and Units reduced by field values. If the Entitlement Unit in the employee's annual leave table is set to Weeks the employee's profiled hours will be used to determine the end date.

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. If the Entitlement Unit in the employee's annual leave table differs from the Payout Units then the Reduce by value will be converted to the appropriate pay out unit.

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.

If an employee accrues in weeks and has not populated the Reduce by value, then the Reduce by value will be calculated from the value entered in this field (assumed to be in hours) on exit, using the employee's Definition of Week agreed hours effective at the Holiday start date.

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 Outstanding section are more than the Outstanding units on the employee's Annual Leave tab page, then units will be taken from current Total accrued leave and displayed in the Advance section.

If the Reduce by units in the Outstanding section exceed the AL units available on the employee's Annual Leave tab, then the following message appears:

"Units to be paid now exceeds 'Accrued hours/days/weeks'. Use it anyway?"

• No (recommended)

  The Outstanding and Advance Units to be paid will be reduced to match the total leave available.

• Yes

  The outstanding leave will be reduced. The additional units will be transferred to the Advance 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.

Advance

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 annual leave in advance. If the Entitlement Unit in the employee's annual leave table differs from the Payout Units then the Reduce by value will be converted to the appropriate pay out unit.

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.

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 this Cost Centre Code.

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, then change it 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.

Year Paid

These fields are used by PayGlobal to reconcile annual leave, but may be overridden.

Year Paid:

Select a number from the drop-down box to specify the year paid.

Extra Week paid:

This field is enabled when Extra week = Yes on the employee annual leave Extra week tab. The employee must also have an annual leave table attached with Extra week scheme = Yes.

See also

Transaction Entry - Annual Leave