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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 in 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:Leave details are split into two sections:
Whenever leave it taken, you must pay the employee from their "Outstanding" entitlements first. The system will detect when there is either no outstanding entitlement or not enough entitlement to use. When this happens the system will automatically start populating the Advanced side of the form for you. If the employee doesn't have enough leave to take, the system will not stop you but it will provide a pop-up warning. See the Leave Details tab section below. Details:Displays annual leave balances for the employee, for example; rates, last holiday, gross earnings 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 only enabled when you are entering this allowance as a permanent transaction. |
Leave Details tab - Outstanding section |
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:Generally an employee's annual leave is only paid out fully on termination. Two other situations when you could use this option are:
Select Yes to pay the employee all their Outstanding and current Total accrued 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:Holiday pay rates are calculated using this date, therefore the date must represent the actual date of first day of the employee's holiday...even if this was in a previous/future pay period. Reduce by:This field represents the total number of days or hours the employee will be away from work and therefore will be used to reduce the employee's "outstanding" annual leave balance The type unit used (i.e. days, hours or weeks) must represent the Entitlement unit specified in employee's annual leave table. If the value entered is greater than the employee's "outstanding" annual leave balance, the excess is transferred to the Advance section of this transaction entry form. See Leave Details tab - Advance section for more details Holiday end date:On manual entry and processing of a tagged leave request, this field is automatically populated based on the Holiday start date and 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. For imported transactions, if the end date is not supplied, you will need to enter a leave end date or select from the calendar. 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 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:Annual leave payments are designed look at the rate rules linked to the employee's Annual leave table. The rate code the appears here will be the winning rate from the Outstanding unit rule rule (or Parental Leave rate rule if leave is being paid from a year where the employee was on parental leave at any point in that year) You should only add a rate code if you want to override the Annual leave table's configuration. Rate:The rate amount is automatically populated on input using the rate rules linked to the employee's Annual leave table. If Rate Code is ‘0’, then you can enter a bespoke rate amount for this annual leave transaction. For employee's with annual leave tables set-up as follows, when you process the pay the rate amount is adjusted to respect the employee's the current profile days/hours values.
Most daily rates are calculated from an hourly rate. Therefore if you have an employee who had an hourly rate of $19.25 and was (at time processing the pay) profiled to work 8hrs Mon-Thu and 3hrs on Fri, then if the employee took leave on a Friday then on input the rate will default to $134.75 ($19.25 * avg profile hours of 7). On process if D. Average hours is used the rate will stay as $134.75. But if C. Profiled hours was used the rate will change to $57.75. WAP Code:This field will be automatically populated from the employee record. |
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Leave Details tab - Advance section |
Reduce by:If the employee has zero outstanding balance, value entered into the Reduce by field in the Outstanding section is transferred to here. If the employee doesn't have enough outstanding balance, the excess to be taken from the employee's accrued balance is transferred here, e.g. if the employee has 8 days outstanding leave, and takes 10 days, this field will display the balance of 2. Units to be paid:Behaves the same way as the Reduce by field in the Outstanding section. Rate Code:Annual leave payments are designed look at the rate rules linked to the employee's Annual leave table. The rate code the appears here will be the winning rate from the Accrued unit rule rule (or Parental Leave rate rule if leave is being paid from a year where the employee was on parental leave at any point in that year) You should only add a rate code if you want to override the Annual leave table's configuration. Rate:Behaves the same way as the Reduce by field in the Outstanding section. 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. Transaction total:The total value of the leave being paid. The system will automatically calculate this for you. The amount can be overridden if necessary - though for compliance/auditing purposes it recommended to add a note to Text field to capture the reason why as you may be asked to validate how you came up with the amount entered. Recalculate:This is normally set to Yes to ensure the correct rates can be applied if other influencing factors have changed, such as employee's definition of week. If an override is entered in Transaction Total then this must be set 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. |
Leave Details tab - Year Paid section |
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. |
Leave taken exceeds total available balance |
If the total units you will be reducing the employee's annual leave balance by is greater than their total AL units available, then you will see a warning message pop-up: "Units to be paid now exceeds 'Accrued hours/days'. Use it anyway?". If you select No (recommended), then the Outstanding and Advance units to be paid will be reduced to match the total leave available . If you select Yes, outstanding leave will be reduced, and extra units added to the Advance section. This is treated and paid at the same rate as advance 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. |
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