One of your employees has requested leave, and now you need to include it in your next pay. There are a couple of different ways you could include leave in your pay run, and some slight differences between how they'll be processed. Here's everything you'll need to know about including leave in a pay.
Annual Leave
We recommend using Leave Requests to enter Annual Leave, or you can manually add the leave into the employee's draft pay. Click the buttons below to learn more about each option.
Learn how to enter or approval leave requests here: Leave Requests
When you create a pay, any approved Annual Leave Requests which fall within the pay period will be automatically included in the pay, and the Annual Leave Taken pay item will display the date range for the leave request.
The rate will be applied at the higher of their Ordinary or Average Weekly Pay Per Day or, if the rates are identical, their Normal Daily Pay.
Annual leave will generally default to payment in Days, unless the employee's Normal Daily Pay (the hours per day set in their Work Pattern multiplied by their Normal Rate) is their highest or highest equal rate. If that's the case, hours and days will display as shown above.
For details on the rates and calculations being applied and which days are being taken as leave, click the button on the pay item, or view our support article on Annual Leave Rates for further details.
If you add the Annual Leave Taken pay item directly into a draft pay, you'll notice a few differences to the way it's processed.
Work Days Warning - A warning icon will pop-up next to the Work Days field to prompt any adjustments to this as required. Work Days should always be set to the total number of days the employee is being paid for in the pay period, including paid leave days.
Salary Pay Item - For salaried employees, the Salary pay item quantity and rate will 'unlock'. You'll need to adjust the number of salary hours to account for the time taken as annual leave.
Annual Leave Taken Pay Item - When manually added, PayHero doesn't know which day(s) the leave will cover. The dates won't be visible directly on the pay line, the quantity will default to 0 hours/days and the rate will be set at the employee's normal hourly rate.
If you'd like to set this to their Ordinary or Average Weekly Pay Per Day change the quantity drop-down list to days and select the appropriate rate.
Hours/Days - When recording annual leave you must always specify Days, as that will determine how the employee's balance is reduced. If the Quantity is set to Hours, you may also specify the hours and rate the leave is to be paid at.
Other Leave
We recommend using Leave Requests to enter employee leave, or you can manually add the leave into the employee's draft pay.
These articles have more information about each type of leave:
Click the buttons below to learn more about each option.
Just like annual leave, if there are any approved Domestic, Bereavement, Alternative, Public Holiday, or Sick (DBAPS) leave requests while creating your payroll these will automatically be included into the pay, displaying the associated date range on the pay line.
With a Detailed Work Pattern
The rate for DBAPS will be applied at the employee's Normal Daily Pay (the hours per day set in their Work Pattern multiplied by their Normal Rate). However, if you know that their Relevant Daily Pay for that day would have been different (i.e. the amount they would have been paid if they'd been at work) then that rate should be used. This can be entered manually by changing the leave quantity to Hours and adjusting the rate as required.
For details on the rates and calculations being applied click the button on the pay item or view our Other Leave Rates support article.
Insufficient Work Pattern
If the employee has a Work Pattern that lacks details or is using the No Regular Week setting, PayHero doesn't have the information required to calculate the Normal Daily Pay and will default to using the Average Daily Pay.
If you know what they would have earned had they been at work that day (their Relevant Daily Pay), you can click on the Quantity drop-down list and change to Hours to adjust the hours and rate manually.
If you add any DBAPS pay items into a draft pay you'll notice a few differences to the way it's processed.
Work Days Warning - A warning icon will pop up next to the Work Days field to prompt any adjustments to this as required.
Salary Pay Item - For salaried employees, the Salary pay item quantity and rate will 'unlock'. This will let you adjust the number of salary hours worked to account for the time that was taken as DBAPS leave.
Leave Pay Item - When manually added, PayHero doesn't know what day(s) the leave will cover. The dates won't be available directly on the pay line, the quantity will default to 0 days and the rate will be set at the employee's Average Daily Pay.
If you'd like to change the rate being paid out, set the quantity drop-down list to hours to adjust the fields as required.
Hours/Days - When recording leave you must always specify Days, as that will determine how the employee's balance is reduced. If the Quantity is set to Hours, you may also specify the hours and rate the leave is to be paid at.
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