There may be instances when you need to amend an employee's leave.
The leave class setup will determine what fields are available in the Leave Entitlement Adjustments window. Generally, you will see Adjust to Date and Adjust to Hours for Entitlement, Prorata and Leave Taken. Total Entitlement will be displayed but not editable.
Before making a Leave Entitlement Adjustment, you should consider:
Field | Consideration |
Entitlement Adjust to Date | This is the last entitlement date. If Employees started accruing from their Hire Date, the Entitlement Date is usually their anniversary. For Casuals who become permanent, this date may be the anniversary of when they became permanent.
When you change the Entitlement Date, the new date is used to roll the employee. |
Entitlement Adjust to Hours | This is the employee's balance of leave hours as at the Entitlement date. If you don't need to split the hours between Entitlement and Prorata, you can enter the total balance here and enter zero in the Prorata and Taken Hours. |
Prorata Adjust to Date | The date leave has been accrued to. This is generally the last period end date, however, it should be the date you have calculated leave to. |
Prorata Adjust to Hours | The hours that have been accrued since the Entitlement Date up to the Prorata Date.
|
Leave Taken Adjust to Date | The period end date in which they last took leave. |
Leave Taken Adjust to Hours | The Taken Hours since the Entitlement Date. Enter zero if you have included the Taken Hours in Entitlement. |
Total Entitlement | This is a calculated field and equals Entitlement Hours + Prorata Hours - Leave Taken. If the Total Entitlement exceeds the Maximum Accrual as specified on the Leave Class, then the hours will be reduced when leave is updated and they won't accrue leave until they are under the maximum. |
A record of leave adjustments are available in Payroll, Enquiries, Employee Enquiries on the Leave History tab.
Note: RDO balances are edited directly in RDO Details on the Employee Record.
Performing an employee leave adjustment:
Go to Payroll, Transactions, Adjustments, Leave Entitlement Adjustments.
Select the Employee.
Tick Initial Balance if you require this change to be included in your General Ledger Leave Liability batch.
Select the Leave Type to be modified.
Enter the Entitlement Adjust to Date.
In the Entitlement Adjust to Hours, enter Entitlement hours. If the employee is in the first entitlement period, enter zero.
Enter the Prorata Adjust to Date. This is the date the leave has been calculated up to.
Enter the Prorata Adjust to Hours.
If required, enter Leave Taken Adjust to Date and Leave Taken Adjust to Hours.
Check that Total Entitlement is correct.
Repeat this process for any other required leave types.
Click Process to save and update the employee's leave balances.