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 of your employees provides a complete overview of leave balances, and can be found under Manage > Employees > Leave. You can use the Leave tab to add an existing employee's opening balance when first adding employees to PayHero.

Full details of what each field means in PayHero are outlined below. If you need to add or edit any of these balances, 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. The date used can be seen under the Holiday Pay header.

Holiday Pay % - For an employee with the standard 4 weeks leave per year this rate should be 8%. 

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 this employee their holiday pay entitlements with each pay. View our support article for more information on 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. 

Holiday Pay Due - This shows the Holiday Pay Accrued less any amount that has been paid out if the employee was previously on Pay As You Go.

Holiday Leave

Current Leave Due - Displays the amount of leave this employee currently has due. This is leave that has become due at previous anniversaries, less any leave that has been 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 their Estimated Leave in Advance calculated from their work pattern and how long it's been since their last leave anniversary. 

Calculated From - The blue banner at the top of the window confirms how the following calculations 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 conversion from weeks to days and hours of the employee's Current Leave Due balance. This is leave that has become due at previous anniversaries, less any leave that has been taken. 

Estimated Leave in Advance - Shows the calculation of how much estimated leave the employee has, up until today. This leave is not yet due to the employee, but employee's can be allowed to take leave in advance on agreement.

This balance is calculated based on how far through the current leave year the employee is. In the example above, the employee is 0.77 of the way through the year, since their last anniversary. The portion of the year is multiplied by the employee's Annual Entitlement in weeks (usually 4 weeks), then multiplied by their current days per week.

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 only of how much leave the employee could take without 'owing' the company.

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.

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

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.

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