Leave can be entered into Leave Planning to be paid in a future Pay Period. Leave entered is held until the relevant pay period. Leave entered will take into account the employee's Public Holiday Planner and Work Pattern to calculate the leave hours for the period.
Implement Leave Planning imports Leave that falls in the current period from the planner and creates transactions. The process is:
Enter future leave details through Leave Planning Entry (at any point).
Implement Leave Planning to bring leave for the current period into the transactions.
Print the Leave Audit Report.
Leave Planning Entry
Go to Payroll, Transactions, Processing, Leave Planning Entry.
In the header section, you can specify the Payroll Company, Locations and Pay Frequencies using the dropdown fields. The default is to include all records.
The grid will display all unprocessed leave records.
Tick the Show Processed Records checkbox to display leave records that have already been imported into transactions.
You can customise the grid to include relevant fields for your processing requirements. To do this, right-click and select Customise Grid columns to open the Customization window. Drag relevant fields from the Customization window to the grid.
Click Add to add a new row.
Select or enter the employee. The Public Holiday Planner field is populated based on an employee's location. It excludes Public Holidays from the Leave calculation. Accept the default or select a Public Holiday Planner from the dropdown list.
Select the Leave Type. If leave has not been set up for the employee, the Leave Type will not be available in the dropdown list.
Select the Leave Reason from the dropdown list.
Enter the Start and End Dates for the leave. If an employee is attached to a work pattern, the number of hours and days falling in the leave period is calculated automatically. The employee's balance for that Leave Type will display to the Start Date in the top left of the screen. You can use this to verify they will have enough leave.
To change the Days Taken or Hours Taken fields, tick Override.
Tick Hold if the leave is not to be processed within the pay period in which it falls. The leave will remain on hold until it has been released by unticking the checkbox.
Repeat steps 6 - 13 for each leave entry.
Click Update to save.
Note: The screen will re-sort based on the default sort of Employee and start date. To change this sequence, click on the heading of the column you wish to sort by. To sort by several different columns, hold the Shift Key down and click on the column headings in the order you wish to sort by.
The following buttons are active once an entry has been implemented:
Reverse allows the user to reverse processed records that have been implemented for the current pay period.
The Processed to Date is removed for the reversed transaction.
When a leave transaction is reversed in Leave Planning, it must be manually deleted from the current transaction through Extended Timesheet.
The Clear Processed button removes processed transactions up to a selected date. After which they will no longer display on this screen.
Implement Leave Planning
Implement Leave Planning imports leave that is held in the Leave Planning into transactions.
Go to Payroll, Transactions, Import and Export, Implement Leave Planning.
Select the Payroll Company, Location, Employee, Pay Frequency and Leave Types you want to import.
Tick Add Balance of Hours to include the balance of hours as Normal Hours in the transaction. For example, if an employee works 37.5 hours per week and they have 15 hours of Annual Leave, ticking Add Balance of Hours will include 22.5 Normal Hours in the timesheet when the leave is imported.
Existing Transactions governs how existing transactions are treated. Select the relevant option:
Overwrite - The transaction imported in this file will overwrite any existing transactions.
Append - If a transaction exists, imported transactions for the same employee will create an additional transaction.
Merge - Where a transaction exists, the information will be merged into the existing transaction.
Select the Order in which records should print in the Leave Audit Report.
Click Import to import the leave records into Transactions.
Print the Leave Audit Report
The Leave Audit Report is generated automatically as leave records are implemented. Use this report to check that entries are correct. Modifications required are made through the Extended Timesheet.
Click the Print icon in the preview window to print the report.
Click the Close button.
For information on Leave Planning with Work Patterns and Public Holidays see, Leave Planning set up.