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Employees | Payroll | Leave | Annual Leave tab
Fields |
All fields on this tab except for Outstanding units and Nett outstanding ($) reflect what has occurred in the employee's current annual leave period; i.e. from the employee's annual leave start date to the period end date of the last closed pay. Total hours paid:The total hours worked in the employee's current annual leave period that count towards annual leave entitlement . Updated each pay with the summed transaction quantity of allowances that have Include in Annual Leave = Yes and allowance Type = H. Hourly, S. Sick Leave, R. Salary, V. Leave Credit Paid or O. Long Service Leave. Note: Even if Include in Annual Leave = Yes, the following allowance types are excluded: A. Allowance, C. ACC, Y. Leave Credit Accrued and Z. Employer Super. Total days paid:Total days worked in the employee's current annual leave period. Updated each pay with quantity from the Days Worked transaction. Total weeks paid:Total weeks worked in the employee's current annual leave period. Updated with number of weeks in relation to the employee's pay period frequency, i.e. increments by 1 if weekly, 2 if fortnightly, 4.33 if monthly, 2.16 if bi-monthly and 4 if 4-weekly. End date:Displays the end date of the employee's current annual leave period. Had parental leave in AL Year:This checkbox allows you to identify employees who took parental leave during their current annual leave year. When you close a pay, PayGlobal automatically checks and updates this field for employees who have parental leave dates that overlap with the end date of the pay period. PayGlobal performs this check on closing rather than on annual leave rollover, as parental leave dates may have changed before the rollover.
For more information about how annual leave is calculated for an employee taking parental leave, see Parental Leave (NZ). Note: This field is reset when the annual leave table rolls over. Gross qualifying ($):Total gross qualifying earnings contributing to annual leave calculations in the employee's current annual leave period. Updated each pay with the summed transaction total amount of allowances that have Include in Annual Leave = Yes, regardless of allowance type. Gross qualifying hours:Total hours paid to an employee that have contributed to the Gross Qualifying ($) earnings. This value should match the value in Total hours paid. PayGlobal uses this field to make its calculations when it is forced to recalculate annual leave accrued units on a Proportional or Average Accrual method. Gross earnings accrued ($):Total amount of annual leave accrued (in dollars) for this employee during the current annual leave period. The value will calculate differently depending on the Pay out all accrued field setting from the employee's Annual Leave table.
Gross accrued paid ($):PayGlobal automatically updates this field each time a pay is closed with the value of any annual leave paid in advance in that pay. On rollover however, PayGlobal recalculates this value using the method defined in the in the field Holiday Pay Gross Calc Method on the employee's Annual Leave Table | Rules tab.
At rollover, if PayGlobal finds excess leave was taken during the year i.e. advanced units is greater than accrued units, and the Holiday Pay Gross Calc Method is Gross Earnings Accrued. PayGlobal will recalculate as though it was set to Average Standard. After recalculation if the employee's nett accrued liability is still positive, PayGlobal will use the employee's current annual leave advance payout rate rule rate and multiple it by the employee's post roll-over accrued units paid in advance to get a new Gross accrued paid ($) amount. This subsequently re-adjusts the employee's Nett accrued liablity and Total Liability amounts. PayGlobal recalculates this value using the Holiday Pay Gross Calc Method at roll-over rather than posting the actual value paid because the latter would reduce the efficiency of your pay processing and in most cases Holiday Pay Gross Calc Method returns the same value. Note: If an employee was paid more leave than they accrued prior to rollover, the recalculated value may be different what was actually paid. Therefore it is recommended that annual leave payments in termination pays be checked before finalising the pay. Overdue accrued ($):Prior to 2014, this field would have generated a value only if all accrued units have been taken and there is still a liability amount to be paid to or to be paid by the employee. This situation could have occurred if the rate for paying an employee's leave in advance was less than what they would have been paid had leave been calculated at the end of the annual leave year. If the employee has an Overdue accrued ($) value, but no Overdue Leave Payable allowance exists, then the following message is displayed in the audit log when you open a standard pay: Employees continue to exist with outstanding Annual Leave balances due to no "L" calc type allowances on file. FTE hours:Displays full-time equivalent hours currently accumulated in the annual leave period. This calculation only includes allowances that have the Allowances | Details (iii) | Include in FTE calculations = "Yes". Outstanding rate:Read-only field that shows you the “winning” rate as defined by the employee’s Annual leave table “Outstanding unit payout rate/rule” as at today. You can also see these rates in “View rates”. Rates based on the "D. Standard Hourly Rate" give a true 'as at today' rate. The rates that are calculated averages, i.e. all the ones that calculate AWE and OWP-4week give you an 'as at last closed pay' rate, which really means you are viewing the rate that will be applied in next pay period. This is because the Act says you need to look at rate as at end of period before Holiday Start Date. |
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Unit balances |
The following fields should never contain negative values:
Once all outstanding leave has been taken, the Total accrued taken field will be populated with a positive value. It is possible to have a negative value in the self-calculating AL Units Available field if the total accrued taken is greater than the amount that the employee has currently accrued. Units will display either days, hours or weeks depending on the Entitlement unit in the employee's Annual Leave Table | Setup tab Outstanding:The total of all annual leave units brought forward from previous annual leave periods. Note: If you have transferred data from another software system or you have acquired employees from another company (and database) and you are required to carry over the employee's annual leave entitlements you will need to populate the Employees - Leave - O/s (NZ). Populating this tab will update the Outstanding field. When an employee takes leave, this balance is reduced first. If the balance is zero, the Total accrued taken is updated instead. On rollover, this value is incremented by the value of any unused accrued units. If the employee's annual leave End date falls part-way through the period, only the portion of the unused accrued units between the pay period start date and the employee's annual leave end date are added. The portion that is after the employee's annual leave End date is retained in the Total accrued field. Total accrued:This field shows the progressive accrual of leave units during the current annual leave period. Whenever a pay period is closed PayGlobal automatically updates this field with the number of units that an employee has accrued in that pay period. The manner in which this field is updated is determined by the Annual Leave Table the employee is attached to, and the Method of unit accrual specified in the Setup tab. You can view the employee's history log, to see their accrual per pay sequence, if you are concerned the accruals are incorrect see Troubleshooting Annual Leave. Note: You can zero out the value in this field if you need to recalculate an employee's total accrued units, which may be necessary if an employee's annual leave unit type changes. When the accrual date pop-up appears it is recommended that you enter the pay period end date of the employee's last closed pay to get an accurate YTD value. Total accrued taken:PayGlobal defines Total accrued taken as the units paid in the same annual leave period in which they are accruing. PayGlobal automatically updates this field when no outstanding annual leave units remain. It updates the field with the number of annual leave units paid to an employee in their current annual leave period. On rollover, if the employee has taken more units than they accrued for the year as at their annual leave End date the excess taken will remain in this field. Any data in this field should directly correspond with the Gross pro-rata paid ($) field. AL units available:Displays the total number of units an employee is entitled to. Outstanding + (Total accrued - Total accrued taken) |
Statutory payout unit balances |
Maximum:Editable field populated when employee's annual leave table rolls over on or after 01/04/2011, if the employee has worked for at least one year. Paid:Read-only field populated on close pay from Quantity fields of annual leave transactions with AL payout type = "Statutory". Note: You cannot click the Paid field and press F5 to display the Employee History Log because it is read-only. However, you can view payout transactions in History Analysis. Balance:Read-only field that displays value of: Maximum - Paid When you save the employee's record, their Balance value is validated. If Balance is greater than AL Outstanding, then the AL statutory payout Maximum and Balance values are adjusted, and the following error message appears: "AL statutory payout balance cannot be greater than AL outstanding so AL statutory payout maximum was adjusted." If Balance is less than zero, then the AL statutory payout Maximum and Balance values are adjusted, and the following error message appears: "AL statutory payout balance cannot be less than zero so AL statutory payout maximum was adjusted." |
Liability |
Nett outstanding ($):The dollar value owed to the employee for previous annual leave periods. The calculation uses the unit balance of outstanding (in days, hours or weeks) multiplied by the rate or rule specified on the employee's Annual Leave Table | Rules tab: (Outstanding * Daily/Hourly/Weekly rate) + Overdue accrued $ (Refer to NZ Holidays Act Section 24) Nett accrued ($):The dollar value owed to the employee for the current annual leave period if their employment ended. The calculation method is: Gross earnings accrued ($) - Gross accrued paid ($) (Refer to NZ Holiday Act Section 25) Total ($):Total nett liability that the company is required to pay to the employee. The calculation method is: Nett outstanding ($) + Nett accrued ($) |
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Statutory payout liability |
Paid ($):Read-only field populated on close pay from Total Amount fields of annual leave transactions with AL payout type = "Statutory". Balance ($):Read-only field that displays the value of: Balance units * Outstanding unit payout rate/rule |
Liability calculations |
An employee's annual leave liability can be calculated in two ways:
These two values can be quite different. If the employee took all their annual leave at once, their leave liability would be their: Total leave units (outstanding + accrued) multiplied by the greater of their normal rate or 52-week average rate Leave liability on termination is calculated by:
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See also |
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