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Personal/Carer's Leave
With the new Personal/Carer's leave changes how can I convert my employee's leave accruals from hours into days?
As a result of the recent legislation changes around how personal/carer's leave should accrue, you can update your existing business and employee leave settings using the detailed steps below:
A: Configuring employee daily hours.
1. Go to the Employees tab
2. Click Reports
3. Generate Leave Balance Report
4. Customise the report and check the current leave balance in hours for Personal Care's leave.
5. Take note of the hours and also get the conversion to days.
Sample Calculation:
Full Time
A: Configuring employee daily hours.
1. Go to the Employees tab
2. Click Reports
3. Generate Leave Balance Report
4. Customise the report and check the current leave balance in hours for Personal Care's leave.
5. Take note of the hours and also get the conversion to days.
Sample Calculation:
Full Time
- Employee currently have 46.6 hours leave balance and if the employee's
Standard working hour is 7.6 hours /day. So, 46.6 hours |7.6 hours /day = 6.13 DaysPart Time (different hours work in a day)
- Get the average standard hours by getting the sum of all hours work over the number of days that the employee had worked.
B: Converting leave balances from hours to days.
1. Prepare an empty pay run.
o Click New pay run button.
o Select the pay schedule, etc.
o Tick Manually add employee
o Tick Create pay run with empty pay
o Press Create button
o Add the employee name
2. Check and confirm the current leave balance of the employee for Personal/Care’s Leave (in hours)
o Click the employee name to expand the details
o Click Leave balances button
o Take note of the hours
o Close the leave balance screen
3. Negate the current balance in hours.
Please note: I would suggest to set the employee’s Pay run default settings from Use timesheet to Do not use timesheet as this will also affect how the system will behave when you adjust the leave. If it’s set to use timesheet, you will observe that the system will automatically apply earnings to pay the employee.
o Click Actions button
o Select Adjust leave
o Under Leave Adjustments, please select Personal/Carer's Leave (in hours)
o Untick Earnings Rules
o Enter the total hours as negative in the Units box to negate the hours.
o Feel free to add some notes like "Leave adjustment for conversion to daily rate"
o Press Save.
o Click Leave balance button again and observe if the hours for Personal/Carer's Leave is now zero.
C. On the same pay run, apply the correct conversion to Days.
1. Prepare an empty pay run.
o Click New pay run button.
o Select the pay schedule, etc.
o Tick Manually add employee
o Tick Create pay run with empty pay
o Press Create button
o Add the employee name
2. Check and confirm the current leave balance of the employee for Personal/Care’s Leave (in hours)
o Click the employee name to expand the details
o Click Leave balances button
o Take note of the hours
o Close the leave balance screen
3. Negate the current balance in hours.
Please note: I would suggest to set the employee’s Pay run default settings from Use timesheet to Do not use timesheet as this will also affect how the system will behave when you adjust the leave. If it’s set to use timesheet, you will observe that the system will automatically apply earnings to pay the employee.
o Click Actions button
o Select Adjust leave
o Under Leave Adjustments, please select Personal/Carer's Leave (in hours)
o Untick Earnings Rules
o Enter the total hours as negative in the Units box to negate the hours.
o Feel free to add some notes like "Leave adjustment for conversion to daily rate"
o Press Save.
o Click Leave balance button again and observe if the hours for Personal/Carer's Leave is now zero.
C. On the same pay run, apply the correct conversion to Days.
- Click Actions
- Select Adjust leave
- Select the new leave category in days - Personal/Carer's Leave (10 days)
- Untick Earnings Rules
- Enter the total days (Example: 6.13 )
- Press Save
- Click Leave balance button and observe if the hours for Personal/Carer's Leave (10 days) has now been updated.
D. Review leave allowance template assigned to the employee.
Make sure to disable to personal carer's leave (hours) so that it will not accrue moving forward.
1. Go to the Payroll settings
2. Under Pay conditions, click Leave allowance template
3. Click on the leave allowance template you have used for the employee
4. Scroll down and locate the Personal/Care’s Leave (hours)
5. Enter 0.00 for the units
6. Press Save.
7. Create a test pay run to confirm if only the Personal/Care’s Leave (10 days) is accruing.
Make sure to disable to personal carer's leave (hours) so that it will not accrue moving forward.
1. Go to the Payroll settings
2. Under Pay conditions, click Leave allowance template
3. Click on the leave allowance template you have used for the employee
4. Scroll down and locate the Personal/Care’s Leave (hours)
5. Enter 0.00 for the units
6. Press Save.
7. Create a test pay run to confirm if only the Personal/Care’s Leave (10 days) is accruing.
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