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Overview
1. Leave History
People have a Leave History page showing both a summary of all leave taken
and entitlements given (see below), and an annual calendar highlighting leave taken (right)
2. Leave Entitlements and Leave Taken
People have Leave Entitlement transactions on their standard timesheets,
that give entitlements at the appropriate times, and (for annual leave), calculate an accrual
every pay.
You record Leave Taken on a person's timesheet, in the payroll when they take leave.
3. Leave Balances
As well as updating the person's Leave History, their Leave Balances are also
updated.
Specific Leave TypesSelect an item to find out more about it:- |
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Annual Leave can be as simple or as complex as you wish. We make it very easy for you to administer your Annual Leave, and have a great deal of flexibility available to cater for more complex requirements that inevitably occur when organisations deal with Annual Leave.
You will need to set up special leave entitlement rules (unless the standard AL20 applies), enter any Opening Balances and check your figures. Refer to Setting Up Leave for more details.
Ensure that they have the correct leave entitlement code on their Standard Timesheet. If they are accruing based on their Standard Hours, check that figure too. Refer to Setting Up Leave for more details.
Record AL on the person's timesheet, using either the timesheet entry or the Leave History page.
These will occur at the appropriate times, giving a new entitlement and updating balances. See AL20 - Annual Leave Entitlement for more details.
Follow the Final Pay instructions. The person's annual leave balance will be paid out via a 'Holiday Pay' transaction.
If a person is paid out some annual leave in a lump sum, rather than taking it, this can be paid using a 'Holiday Pay' transaction.
While Annual Leave cannot usually be paid out in cash like this for permanent staff, this method is often used for people on fixed term contracts.
Casual Holiday Pay (paid each pay) can be used for casual staff. See Casual Holiday Pay for details.
Your Leave Liabilities report provides details on your outstanding Annual Leave Liability. If you track your liability, this report will provide the information that you need (Tip: You can download this report into Microsoft Excel if you want to do some further manipulation or reporting).
From 1 April 2007 all employees are eligible for a minimum of four weeks annual holidays on the
date they next become entitled to annual holidays.
On their first pay after 1 April, everyone currently on 3 weeks will be
automatically changed to 4 weeks entitlement and their accrual will be updated.
See Annual Holidays - Four Weeks
on the Department of Labour's web site for additional background information on this subject.
The HP transaction can be used to pay a person Holiday Pay.
Holiday Pay is usually paid at the end of a fixed term contract,
or when a person leaves and receives their final pay.
To pay Holiday Pay:-
The person's Annual Leave balance will be decreased to reflect this Holiday Pay paid.
Their annual leave balance and liability will both be zero after paying Holiday Pay.
Instead of entering 1.0 into the quantity, you can enter a decimal fraction to make a part-payment of
Holiday Pay. For example, to pay out one-half of a person's Holiday Pay, enter 0.5 into the Quantity.
This will pay out exactly one-half of the person's Annual Leave Liability as Holiday Pay. The person's
annual leave balance (in hours) will also be updated to reflect this payment.
A Rate Override can also be used, to pay out a fixed dollar value from a person's
Holiday Pay.
If a person has a fixed-term contract, they should be set up to accrue Annual Leave like other staff.
They will receive an accrual in both hours and dollars each pay, and the value of their Annual Leave
Liability will be 8% of their Liable Earnings.
Time in Lieu is managed using the standard LIEU and LIEU-CR transactions.
To record time in lieu, enter the appropriate transactions on the person's timesheet.
(Or via their Leave History page).
In all cases the person's Leave History will also be updated.
If a person has an opening Leave in Lieu balance when you first set up your organisation,
you can enter the figure on the person's Opening Balance page.
If you have Long Service Leave to manage, you can set up your own special leave codes to
manage both long service leave entitlements and long service leave taken.
To set up Long Service Leave:
The Parental Leave
section of the Employment Relations website gives a good overview of a person's rights
to take unpaid parental leave from their jobs when they are having a baby or adopting
a child under five years old.
These rights are provided by the Parental Leave and Employment Protection Act 1987.
A Parental Leave Calculator
is also available on the Employment Relations site.
Parental Leave can be recorded using the
LWOP (Leave without Pay) leave code.
You can enter "Parental Leave" in the reason field so you can identify it as parental leave later.
Annual Leave continues to accrue when a person is on Parental Leave, however the dollar value accrued
is zero (as the person has no earnings). If the person receives a final pay, or Holiday Pay payment,
no Holiday Pay will be paid for the period of LWOP, as no earnings will have accrued.
However when this annual leave is taken, it will be paid at the person's current rate
(because it is higher than their accrued rate). If this is not what you want to pay, you
must do a manual adjustment
to their annual leave balance.
Annual Leave 1 April 2007
4 Weeks Leave
Holiday Pay
Part Payments of Holiday Pay
Short Term Contracts
Note: Even though the holiday pay has been converted into an entitlement,
it can still be paid as Holiday Pay - Entitled (see
HP-ENT).
Leave in Lieu
Opening Balances
Long Service Leave
Parental Leave
Rights
Recording Parental Leave
Holiday Pay
Public Holidays
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Staff can be paid as normal (if applicable). If people have hours recorded on their standard timesheet, they will be paid as usual. Alternatively, you may wish to record that day as a Public Holiday on the timesheet, which provides the option to pay these hours at the relevant daily rate. If people work on those days, you will be required make additional payments as per your agreements with your staff. In most cases this will be Public Holiday Worked (which pays at time and a half) for the hours worked and one day's worth of Alternative Holiday Credit.
Payroll ProcessingNote that Public Holidays can affect your payroll processing timetable.
If you are unsure of your processing requirements, please contact us.
Statutory Holiday Dates to 26-Dec-2013 (for New Zealand)
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Sick / Special Leave is very easy for you to administer, with flexibility available to cater for differing requirements.
You will need to set up special leave entitlement rules (unless a standard entitlement applies), enter any Opening Balances and check your figures. Refer to Setting up Leave for more details.
Ensure that they have the correct leave entitlement code on their Standard Timesheet.
Record SICK on the person's timesheet, using either the timesheet entry or the Leave History page.
Note that when recording Sick leave you may be required to enter the number of days to deduct off the person's balance, in addition to the number of hours to pay. (This extra information is required for part time staff where details of their exact working patterns aren't recorded).
To record Unpaid Sick Leave, use SICK-LWOP instead. (Alternatively, you could simply reduce the number of Paid hours and not record any leave. Refer to SICK-LWOP for more details on these options).
These will occur at the appropriate times, giving a new entitlement and updating balances. See SICK-ENT - Sick/Special Leave Entitlement for more details.
The LWOP transaction allows you to record periods of Leave Without Pay for a person.
To enter LWOP:-
Note: When recording Leave Without Pay, you may also have to adjust the number of
Ordinary Time hours (T1) on the person's timesheet to have the correct pay calculated - see below.
Recording Leave without Pay is optional -- you can achieve the same pay by just reducing the time
recorded on the person's timesheet. The advantages of recording Leave without Pay are that you have
a complete record of all absences in the person's Leave History, and that the person receives a more
explanatory payslip.
If a person has a Timesheet Template containing their ordinary time, it can be tedious to reduce
their time whenever leave is entered. To avoid this, select () the
Reduce Ordinary Time (T1)? option when entering the leave details,
and the person's Ordinary Time will be automatically reduced by the amount of leave taken.
Notes
For information about Holiday Pay accruals for periods of Leave without Pay, see the
Parental Leave section.
Unpaid Leave
Reducing Ordinary Time Worked
Holiday Pay
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