Use User Defined Leave to create leave classes other than the standard types of Sick, Annual and Long Service Leave. For example, you can create User Defined Leave Classes for:
Time in Lieu
Public Holiday Leave
Special Leave
Defence Forces Leave
You can set up multiple User Defined Leave types. The process to create User Defined Leave is similar to other leave types however, there are more options for how the leave is calculated.
Calculation Method
There are four methods to calculate leave:
Based on hours worked - multiples selected hours by the Accrual Rate. This method is used for employees whose work hours fluctuate.
Entitlement Accrual - the leave is accrued proportionally over the Entitlement period based on the employee's Contract Hours and the number of days. This method can be used for employees who work regular hours.
Shifts Worked - leave is granted when the employee has worked a specified number of shifts. When this Method is chosen, you will see a grid where you define the number of shifts an employee must work to accrue an amount of leave.
Grant - leave is allocated to the employee at the beginning of the entitlement period, rather than accrued over the period.
To create User Defined Leave:
Go to Payroll, Maintenance, Leave, User Defined Leave.
Enter a Code and Description.
Select the Method.
Either select an existing Leave Reason or create a new one by right-clicking in Leave Reason and selecting Add New.
Complete the required fields.
Enter Entitlement: Maximum each Period with the maximum the employee can accrue.
If applicable, the Pro-Rata and Other sections.
If the employee loses any unused leave, set this up in Accumulate Entitlements.
Click on the Termination/Pay Advice Rules tab.
Tick Pay Out at Termination, if applicable, and select the Type of Payment and Termination Payout.
To include the leave balance separately on Pay Advices select Yes for Include on Pay Advice and enter a Balance Description. You can also include the balance in Annual, Sick or LSL leave or exclude from pay advices.
Click OK to save.
Windows that link to User Defined Leave
Once you've created the User Defined Leave, you can use it in the following windows. You should review these as part of the setup.
Leave Parameters
User Defined Leave is displayed in the Liability section of Leave Parameters. Update the rate used to calculate the Liability.
Additions and Deductions
Include the User Defined Leave in the calculation of Additions and Deductions based on Percent or Rate.
Employee
To attach the User Defined Leave class to an employee:
Go to Payroll, Maintenance, Employees, Employees.
Edit the employee and select Leave.
Click Add, then select User Defined Leave as the Leave Type. Select the User Defined Leave Class.
Update the Entitlement and Prorata dates and hours if required.
Click OK to save the Leave.
Click OK to save the Employee.
You can view User Defined Leave balances in IQB-LV001 - Payroll Leave Liability (new) or Leave Summary and Liability Report.
Superannuation
When setting up or editing an Employer Contribution, select User Defined Leave as a Pay Component on the Calculation Parameters tab, and if applicable, on the Salary & Wages tab. Once selected, the User Defined Leave tab will be available to select User Defined Leave classes.
Transactions
Process User Defined Leave the same as other Leave types, after first selecting the Leave Class. User Defined Leave is available in Pay Summary in the following transactions:
Extended Timesheet
Express Timesheet
Manual Calculation
In Multi Employee Timesheet, customise the grid to include User Defined Leave class as well as the reason, hours and date fields. You can enter User Defined Leave in Leave Planning, if a User Defined Leave class is attached to the Employee record.
General Ledger Integration
Include User Defined Leave in your General Ledger batch by ticking User Defined Leave in Pay Component, and the specific leave classes are selected in the User Defined Leave field. You can also include User Defined Leave in a Leave Liability batch by selecting the specific leave codes in the Leave Type field.