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Transaction View | Employee View | Insert Annual Leave Allowance
Summary |
Annual Leave transactions are Allowance Type L transactions. 'L' type allowances ensure that any leave payments made will reduce the relevant balances on the employee's Annual Leave tab. It is important that your annual leave tables have been created correctly and accurately in the Annual Leave entity. Inaccuracies in annual leave tables will result in errors in leave calculations and balances. For detailed information on creating annual leave tables see Annual Leave Tables - Setup . There are four tabs: Leave Details:See the Leave Details tab section below. Details:Displays annual leave balances for the employee, such as rates, last holiday, pro-rata hours and total liability. This information is view-only. Text:Use this tab to enter transaction text that will appear next to the transaction. For further information see Adding Transaction Text. Effective Dates:The Begin date and End date fields on this tab are enabled only when you are entering this allowance as a permanent transaction. |
Leave Details tab - Entitled section |
Pay out all accrued:Select Yes to pay the employee all their Entitled and Total pro-rata leave. If you select Yes, leave amounts and the transaction total will be calculated automatically by clicking OK and processing the employee by pressing F9. No additional fields need to be completed. Select No to specify the amount of leave. Holiday start date:Enter the actual commencement date for the employee's annual leave, or select from the calendar. Reduce by:Enter the quantity of hours/days, which make up the employee's annual leave pay. The unit, whether hours or days, must equal the Entitlement unit specified in the attached annual leave table. This value is used to reduce the entitled leave for this employee on the annual leave tab of the employee record. If the value entered here is greater than the employee's entitled leave available, the balance is transferred to the Pro-rata section. Holiday end date:This field should be automatically populated based on the values of the Holiday start date and Reduce by fields. If they are not populated, enter a leave end date or select from the calendar. Units to be paid:This field will populate automatically based on the value of the Reduce by field, and indicates the number of hours or days to pay the employee for their entitled annual leave. You can override this amount if the units to be paid differ from the units to be reduced on the employee's annual leave tab. Award Code:Leave the award code field blank if the employee will be paid their annual leave under their default award. If you want to override the default, select an award. Rate Code:Leave the rate code field blank if the employee will be paid their annual leave at their default rate. If you want to override the default, enter ‘0’ or select a rate from the pick list. Rate:This field will populate automatically based on the default rate code for this employee. If Rate Code was entered as ‘0’, enter the rate the leave will be paid at. |
'Reduce by' field |
If the units in Reduce by in the Entitled section are more than the Entitled units on the employee's annual leave tab, then units will be taken from current accrued leave and displayed in the Pro-rata section. If the units in Reduce by in the Entitled section exceed the AL units available on the employee's annual leave tab, then a message will prompt: "Units to be paid now exceeds 'Pro-Rata hours/days'. Use it anyway?". If you select No (recommended), then the Entitled and Pro-rata units to be paid will be reduced to match the total leave available. If you select Yes, entitled leave will be reduced, and extra units added to the Pro-rata section. This is treated and paid at the same rate as pro-rata leave, which will force AL Units Available into a negative amount on the employee's annual leave tab. This is not recommended, as any leave outside the employee's entitlement is typically taken as leave without pay. |
Leave Details tab - Pro-rata section |
Reduce by:This field should populate automatically based on the value in the Reduce by field in the Entitled section. The value in this field is any balance of leave the employee is taking in addition to their annual leave entitlement. For example, if annual leave units are measured in days and the employee has 8 days entitled leave and takes 10 days, this field will display the balance of 2. Units to be paid:This field will populate automatically based on the Reduce by field, and indicates the number of hours or days to pay the employee for their pro-rata annual leave. You can override this amount if the units to be paid differ from the units to be reduced on the employee's annual leave tab. Rate Code:Leave the rate code field blank if the employee will be paid their pro-rata annual leave at their default rate. If you want to override the default enter ‘0’ or select a rate. Rate:This field will populate automatically based on the default rate code for this employee. If Rate Code was entered as ‘0’, enter the rate the leave will be paid at. Job Code:The job code field is completed automatically if your system has been set up to use Time and Attendance Job Codes for this employee (see Company Settings - Transactions). If not, this field will be disabled. Cost Centre Code:The cost centre code will be populated automatically by the system depending on records entered in other areas of PayGlobal. See Allowance Transaction Hierarchy for more information. You can change this cost centre if the default is incorrect for this transaction. Pay pro-rata loading:This value is derived by default from the settings of the Values tab on the annual leave table. The value of Leave Loading is a percentage. Flag whether or not to calculate the Qty by the Rate for pro-rata.
Leave loading:This value is generated on processing the transaction. Leave this field blank if it is to be system generated. If a value must be defined here, then for the Transaction Total below, normally the ((Qty * Rate) + Leave loading), will have to be manually calculated and entered and the Recalculate field set to No. Transaction total:This field is normally system generated. Unless you are overriding the Transaction total, leave this field blank. Recalculate:The default for this field is Yes. Only enter No when you have entered a manual override amount in the Transaction total field. 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. |
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