When it comes to handling Leave Requests as well as automated Public Holiday processing, it's vital to get Otherwise Working Days (OWDs) set up correctly so that PayHero can calculate your employees' entitlements for you.
A day is considered an OWD for an employee if it is a day they would normally work. In many cases this is easy to determine, but for some employees with variable working patterns, OWDs aren't so clear cut.
Factors to take into consideration when determining an OWD for an employee
- The employee's employment agreement.
- The employee's work Patterns/Rosters (Our automated Public Holidays and OWDs that we have set up in PayHero will look at using these to determine an employees OWD).
- Whether the employee only works for the employer when work is available.
- If there are reasonable expectations between the employee and the employer that the employee would work that day.
The following three options allow you to control how PayHero determines your employees' OWDs:
Determining OWDs from Employee details
When determining an OWD the first place PayHero looks is at the Work Pattern on each employee. For a salaried employee there are three ways to record a regular work pattern here - either by the 'Hours Per Day', 'Hours Per Week' or by the 'Days Per Week/Hours Per Day'.
If you enter Hours per Day, or if you select Hours per Week and tick Monday to Friday, then PayHero will know what days your employee works and will use those as the employee's OWDs.
If you choose Days per Week PayHero won't have sufficient information to determine which days the employee usually works and will attempt to determine their work pattern from their Timesheet history instead.
Similarly, if your employee is paid hourly and doesn't have a regular weekly work pattern, you can select 'No Regular Week' and let PayHero determine their work pattern from their Timesheet records.
Determining OWDs from Timesheets
Many businesses with employees working variable days and hours use a rule of thumb when deciding on OWDs along the lines of 'Has the employee worked on this day of the week for 5 or more of the last 8 weeks?'. If you're using the Timesheets PayHero has the details required to make that decision for you, based on this Review Period.
You can set or change the Review Period rules on the Payroll Settings tab, under Manage > Settings. You can then specify the Otherwise Working Day Minimum to set the minimum times the day must be have been worked across the Review Period for the day to be counted as an OWD.
For example, if the rule is 'Has the employee worked on this day of the week for 5 or more of the last 8 weeks?', your settings will look like this:
Note that PayHero will only refer to the Timesheet work pattern if it can't determine a work pattern set from an employee's Employment tab.
Manually specifying OWDs
PayHero will automatically process single day leave requests as an OWD. For example, giving an employee a single day of annual leave will pay the employee the correct amount regardless of whether it is in fact an OWD or not. In the example below, the 26th will be designated as an OWD. To manually specify OWDs that will span across a time frame, you will need to individually enter 1 day of leave for each day within that time frame.
Alternatively, if the employee has a request spanning multiple days and you disagree with the number of days PayHero determines to be OWDs, you also have the option to manually override the amount of leave processed in the pay run. Simply edit the employee's pay and adjust the number of days on the leave line, then click Apply.
Ensure you also adjust the Work Days at the top of the pay if this will change the total number of days the employee is being paid for in this pay run.