Summary

You require two system-defined allowance codes to update leave credits in the employee record:

• Type Y - Leave Credit accrued

  Type 'Y' allowances enable employees to accrue Alternative Holidays or Time in Lieu.

• Type V - Leave Credit paid

  Type 'V' allowances pay out Alternative Holidays or Time in Lieu entitlements and reduce the employee's Leave Credit Liability.

Leave Credits

Use the following process to attach leave credits to employees.

1. Attach the 'Y' and 'V' allowance types to leave credits on the Leave Credit | Allowances tab.
2. Attach the leave credit to a leave credit table on the Leave Credit | Leave Credits tab.
3. Attach the leave credit table to an employee on the Employees | Payroll | Leave | Leave tab.

Details Tab Page

Note: You can only add a leave credits accrued transaction if the employee has a leave credit table specified on the Leave tab of their employee record.

The Details tab also displays the following leave credit information for the employee, which is read-only.

• Standard hourly rate
• Standard daily rate
• Average unit rate last year
• Balance available
• Leave credit code.

Complete the following fields:

Start date:

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

Quantity:

Enter the number of leave credits to pay. The unit whether hours or days must equal the Unit specified in the attached leave credit table. This value is used to reduce the leave credit liability for this employee on the Employees - Leave Credits tab.

End date:

Enter the end date of the employee's leave, or select from the calendar.

Rate Code:

The employee's default for the rate attached to this leave credit will come through on processing. To override this rate, select a rate from the pick list.

Rate:

When you process the pay, this field is completed automatically using the rate code above. If Rate Code = 0, then enter the rate to pay the leave credits.

Factor:

PayGlobal uses the factor as a multiplier to calculate the Transaction total (Quantity * Rate * Factor). For example:

• Ordinary time factor = 1
• Time and a half factor = 1.5
• Double time factor = 2

Usually this field is left at the default of 1.0

Reason Code:

You can select a reason code for the leave credit.

Award Code:

Leave this field blank if you are paying the employee their leave credits under their default award. If the default is incorrect for this transaction, then you can select an award.

You can change an employee's award permanently on the Contract tab of the employee's record.

Job Code:

Enter the Job Code for this transaction if you are using Job Costing. This field is enabled when Edit Job Codes = 'Yes' in Modify Company Settings.

Cost Centre Code:

PayGlobal may complete this field 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.

Transaction total:

This field is system generated so leave it as 0.00 unless you want to override the Transaction total. When you save the transaction, the total is calculated (Quantity * Rate * Factor) and displayed in the Drill Down View Totals column.

Recalculate:

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

Weeks Absent (NZ):

The Weeks absent field is only available when the allowance is set-up Paying set to 'No' and Show Weeks Absent flag is set to 'Yes'.

The value to be recorded in this field should represent the number of weeks (or portion thereof) that the employee is absent from work.

If the allowance record also has the Is LWOP field set to Yes, then value in this field at the time you process a pay will be used in Leave Without Pay (LWOP) calculations.

When you process the pay with no value supplied, PayGlobal automatically calculates a value for you. PayGlobal will count the calendar days between the transaction’s Leave Start Date and Leave End Date (inclusive of both dates) and dividing by 7. If PayGlobal completes the calculation for you, a "Warning" message is included in the process pay “detail” audit log to advise you that this has been done.

If you require the Weeks Absent value that is based on an employee's ‘work profile’, then you will need update the Weeks Absent field manually, unless you are in a position to import the value via Import pay.

Absence start date (NZ):

Absence start date is only available when the allowance is non-paying and its Show Weeks Absent flag is set to Yes.

This date represents the very first otherwise working day the employee was absent from work for this leave event. It is expected that where leave spans multiple pay periods that Absence Start Date remains the same. This is necessary for the LWOP calculations to correctly exclude the first week's absence.

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.