Can i change accrued annual leave from weeks to days?

Hi office-themowerc,

There are a few steps to change your leave accrual from weeks to days. We have outlined each step below to assist you in this process - it may look like a lot but won't take long to achieve! You will need to ascertain how much leave they currently have accrued, create a new category for accruing in days, apply the new category to the employees and finally adjust their historical balance from weeks to days (if required). 

To view their current leave balances and create a new category:

1. Select Employees from the left hand menu, Reports and select Leave Balances.
2. Enter your date range as required then Run Report. Review the balance for the employee in weeks and make a note of this. Then, create the new category:
3. Navigate to Employees in the left-hand menu. Select Payroll Settings, then select Leave Categories.
4. Select Add and enter the Name of the Leave Category eg Annual Leave (Days).
5. Enter the External Id and Leave Loading amount, if applicable. 
6. Select the Leave Category Type from the drop-down menu. and select 'Tracked' under the  Employee leave balance setting. 
7. Tick the boxes for the settings you wish to turn on, select the 'Days per Year' Allowance, and enter the units as needed. For more information on these settings hover over the ? next to that setting. While you are setting up this category, you can use the calculator provided to calculate how much their current balance would be in days. Then, you can adjust the actual balances for the employee from weeks to days as detailed below using Leave Adjustments. Click the calculator and enter the total balance for the employee, then select 'standard weeks per year'. You will see the equivalent in days - make a note of this, then Close out of the calculator.
8. Select the Payment Setup, then Save.

Now you can apply the new category to the employee(s) so they will begin to accrue leave in days instead of weeks. If they use Leave Allowance Templates, you can do so by:

1. Go to the Employees tab, then Payroll Settings and select Leave Allowance Templates.
2. Select the template to edit. Enable the new category and disable the old category, then Save. Click OK on the prompt to update the employees linked to the template.
3. If you don't use templates, click on the employee's name from the main Employees page, and go to Leave Allowances. Enable the new category and disable the old category, then Save.

Now we can convert the existing balance of weeks to days using Leave Adjustments:

1. From the main Employees page, select the New Pay Run button. 
2. Select the Pay Schedule and any other relevant field, then select Create. 
3. Select the employee you wish to make the leave adjustment for. 
4. Select the Action button and choose Adjust Leave. Select the old Leave Category and enter the Weeks (as a negative). 
5. Select the Action button and choose Adjust Leave. Select the new Leave Category and enter the Days (as a positive). 
6. Enter any relevant Notes, then select Save. 
7. Once the pay run is complete select Finalise Pay Run. 

Now you have converted the existing balances to days, created your new category and set the employees up to accrue in days instead of weeks moving forward. For more information on Leave Adjustments, see here and setting up Leave Categories here. 

-Kass