Leave applications can be entered into MicrOpay as they are received using the Leave Planning Module. Leave is entered into the system and can then be imported into the relevant pay period at the time of payment.
Complete the following steps to enable leave planning:
Set up the Public Holiday Planner
Define Work Patterns
Attach Work Patterns to employees
Public Holiday Planner
The Public Holiday Planner groups payroll locations with common Public Holidays. Usually, these groupings are by state to reflect the different public holiday dates in each state. When leave is entered through the Leave Planner for an employee, the employee's state is checked along with the date range for the leave.
Based on the employee's location, any Public Holidays that fall within the leave period are recognised as such and will be excluded from the calculation of leave days.
Go to Maintenance, Leave, Leave Planning, Public Holiday Planner.
Click on the Add button to add a Public Holiday group.
Enter a Code and Description for the Public Holiday Planner.
From the Location dropdown, select the Location or Locations the Public Holiday Planner will apply to. A Location can only be attached to one Public Holiday Planner.
Click under the Public Holiday column. Enter the Public Holiday name or select from the dropdown list. As you key in each Public Holiday, it is added to a Public Holiday table, which populates the dropdown list.
Enter the Date of the Public Holiday, or click on the dropdown to access a calendar.
Press the down-arrow on the keyboard or tab to the next row to continue.
Once all Public Holidays have been added, click on the OK button to save.
Public Holiday Planners can be copied. You may wish to create the first with all common Public Holidays, then copy and modify it to accommodate variations per state.
A list of all Public Holidays created can be viewed/maintained in MicrOpay Administration, System Configuration, Lookup Tables, Public Holiday.
Work Patterns
The Work Patterns define an employee's pattern of work and are particularly useful for employees who do not work a standard 5 day week. It records the days of the week an employee works and the days they do not work. When leave dates are entered for an employee through Leave Planning, the employee's Work Pattern is checked automatically, and only days flagged as work days are included in the calculation of leave.
There is no need to set up full-time employees working Monday to Friday on a Work Pattern, as Micropay accounts for this in Leave Planning automatically.
Go to Maintenance, General, Work Patterns
Click on the Add button to add a Work Pattern
Enter a Code and Description for the Work Pattern.
Select the Days in Cycle. The Days in Cycle is the cycle of days the employee works. It can be different from the frequency of payment. For example, a weekly paid employee may have a 2 week work cycle - Monday to Saturday in Week 1 and Tuesday to Friday in Week 2.
Tick the days of the week required for this work cycle under Work Day.
Click on the OK button to save the Work Pattern.
Attaching Work Patterns to employees
Go to Maintenance, Employees, Employees
Select Work Pattern.
Select the employee's Work Pattern from the dropdown list.
Type in the Effective From date.
Select the Cycle Start Day.
Review the calendar on the screen and check that the Work Pattern commences on the correct day.
Click the OK button.