Employees - Leave

Note: This article contains information about the Employee Leave tab in PayHero. For general information on Annual Leave and Holiday Pay, refer to our support article: How Annual Leave and Holiday Pay Work. For more information on leave management in PayHero, further support articles are available here.

The Leave tab on each employee provides a complete overview of their leave balances, and can be found under People > Employees - click into an employee and then click through to their Leave tab. 

Full details of what each field means in PayHero are outlined below. You can also use the Leave tab to add an existing employee's opening balances when first adding employees to PayHero, and our Opening Leave Balances article has more info.

Additional information surrounding leave and holiday entitlements can be found through the MBIE Website.

Holiday Pay

Holiday Earnings - This is the total gross earnings since the employee's last anniversary date (or since their start date, if they're still in the first year of employment), which will be used to calculate their Holiday Pay Accrued. The date used can be seen under the Holiday Pay header in the top left. Holiday Earnings should only include gross earnings that attract holiday pay - discretionary payments and expense reimbursements should be excluded, and a full list of inclusions/exclusions can be found in this article from MBIE under the 'Gross earnings (gross pay)' heading.

Holiday Pay % - The rate at which Holiday Pay accrues. Usually 8%, but can be increased for employees who receive more than 4 weeks of leave per year (learn more: How do I increase my employee's Annual Leave entitlement?). 

Holiday Pay Accrued - The total holiday pay accrual since the last leave anniversary. This will be calculated automatically, based on the Holiday Earnings and Holiday Pay %.

Pay As You Go - Selecting this option will pay the employee their holiday pay entitlements with each pay. This is only applicable to certain types of employment. View our support article for more information: Holiday Pay As You Go.

Holidays Paid Out - This field will only appear if the employee has Pay As You Go ticked, or has a value of Holidays Paid Out from being on HPAYG previously. This field should contain the actual value of Holiday Pay that has been paid to the employee while on Holiday Pay As You Go. It should not contain any other amounts of leave paid (see Current Leave Due below for how to account for other amounts paid). 

Holiday Pay Due - Shows the value of their Holiday Pay Accrued, less any amount of Holidays Paid Out, if the employee was previously on Pay As You Go.

For more information about Holiday Pay, see our article here: Holiday Pay

Holiday Leave

Current Leave Due - Displays the amount of leave this employee currently has due. This is leave that has become due from crossing anniversaries, less any leave they've taken. It doesn't include any accrued leave for the current year, as this will be calculated in the Estimated Leave in Advance, detailed below. 
You can change the units of Current Leave Due displayed by clicking the weeks drop-down list and choosing days or hours (only applicable if the employee has a Work Pattern set with enough details for PayHero to convert the weeks balance into other units, or sufficient pay history for calculations).

Next Anniversary - This date is the employee's next upcoming leave anniversary. For new employees, this will be 12 months after their selected start date. 

Holidays Due - Shows the total amount of leave due in weeks. 

Clicking the  button beside the Holidays Due balance displays the pop-up below. This provides a full detailed breakdown of the employee's Current Leave Due, plus an estimate of how much leave they can take in advance. 

Calculated From - The blue banner at the top of the window confirms how the calculations below are being determined.

Calculated from Work Pattern indicates the calculations are based on the Employee Work Pattern, set on the employee's Employment tab.

Calculated from Review Period indicates the calculations are based on the employee's average days and hours. The period these are averaged over is determined by the Review Period set in the Company Work Pattern.  

Current Leave Due - Shows the employee's current leave due in weeks, days and hours (where possible). This is leave that has become due from crossing anniversaries, less any leave they've taken.

Estimated Leave in Advance - Shows the calculation of how much estimated leave the employee has, up until today. Estimated Leave is leave which is not yet due to the employee, but many employers allow employees to take leave in advance. This is sometimes referred to as 'accrued' leave. 

Total Estimated Leave - The combined total of the employee's Current Leave Due and Estimated Leave in Advance. As the Estimated Leave in Advance is an estimate based on their current work pattern, this is approximately indicative of how much leave the employee could take without 'owing' the company.

For more information about Annual Leave, see our article here: Annual Leave

Sick Leave

Available - Displays the amount of sick leave currently available to the employee.

Annual Entitlement - The minimum entitlement for an employee is 10 days annually. If the employment agreement provides more than 10 days, the amount can be entered here.

Maximum Entitlement - Unused sick leave can be accrued up to a maximum of 20 days under the Holidays Act. This amount can be higher if stated in the employment agreement.

Next Sick Anniversary - This anniversary is set to 6 months after an employee's start date by default. If the employee has been employed for more than 6 months, the next sick leave anniversary displayed will be 12 months after the initial 6-month anniversary. If the Automatic Extension of Sick Anniversary setting is in use, the employee's anniversary may be extended by the length of any pays in which they did not meet the entitlement criteria. 

For more information about Sick Leave, see our article here: Sick Leave

Alternative Leave

An employee can accrue alternative leave by working on a public holiday that qualifies as an Otherwise Working Day.

Due - Displays the amount available to the employee.

For more information about Alternative Leave, see our article here: Alternative Leave

Time Bank

Time bank is an option available for salaried employees using timesheets which allows for overtime hours to be provided to them as additional leave. View our support article for a guide on how to set-up Time Bank.

Track Time Banked - This turns the feature on or off for a selected employee.

Balance - The amount of hours 'Saved' in the time bank.

Parental Leave

Employees who are or have been on parental leave may have an additional Parental Leave section showing at the bottom of their Leave tab. Learn more here: Parental Leave.