You may have instances where employees reduce their hours. If you change the Contract Hours and don't update the leave accruals, then the employee will reach the maximum entitlement early and stop accruing. Follow the steps below to preserve the employee's existing balance and to continue accruing leave for the whole of the entitlement period.
Scenario: An Employee changed Contract Hours from 7.6 hours per day x 5 days per week to working 5 hours per day x 4 days per week and they are attached to a Leave Class where the accrual is based on weeks.
Go to Payroll, Maintenance, Employees, Employee.
Edit the employee.
Select Leave Details.
If the employee needs to accrue leave to the date the change is effective, complete the following steps:
Select Edit on the Leave type then Forecast.
Enter the finish date of the old Contract Hours and click Update. E.g., the Prorata Date is 25 June 2025 and the old Contract Hours finish on 28 June 2025. Enter 28 June 2025 as the Prorata Date in the Forecast screen and then click Update to accrue three more days at the old contract calculation.
Click OK to save the accrual.
Next, Edit the Leave Type.
Add the Prorata Hours to the Entitlement Hours and enter this into the Entitlement Hours.
Enter zero in Prorata Hours. The Total Entitlement Hours should remain the same. If you do not complete this step, the employee’s leave will stop calculating once the Prorata Hours reach the maximum the employee can accrue on the new contract hours, or if the employee is already over the maximum, the hours will be reduced.
If applicable, change the Leave Class to a new one so that the leave will calculate on this accrual calculation.
Click OK to save the changes to the leave type.
Repeat Steps three to nine for all applicable leave classes.
Select Pay Details.
Change the Contract Hours to the new one. If the correct Contract Hours are not available, right-click with your mouse and select Add New. This will display the Add Contract Hours screen. Enter the new details and click OK. This will populate Contract Hours with the newly created record.
If required, select Rate Details.
Update Normal Hours Paid.
Click OK to save the Employee's Record.