Leave Reason limits can be set up to flag a user once an employee has exceeded the number of days allowed for that leave. For example, an employee may be able to take up to 5 days per year of Carer's Leave from their Sick/Personal Leave, or is permitted two Study Leave days per year.
Set up a limit:
Go to Payroll, Maintenance, Leave, Leave Reasons.
Click Add or Edit.
If adding, enter Code and Description, and select a Leave Type.
Enter a specific Cost Account if required.
Confirm the Rate Type to be used.
Select the Limit Type to be applied:
Hire Date - uses the hire date to calculate the 12 months from. Resets the limit on the anniversary of the employee's Hire Date.
Specified Date - uses the same date for all employees. A date is entered into the Date Field.
Last Twelve Months - checks the last twelve months after the first date the Leave Reason is used.
Entitlement Date uses the entitlement date to calculate the 12 months from. Can only be selected for Leave Types Annual, Sick, Long Service leave or User Defined Leave.
Enter the Maximum Days allowed for this Leave Reason.
The Workers Compensation checkbox is ticked when the leave reason applies to Workers Compensation.
The Unpaid Leave checkbox identifies this as unpaid leave. This field is only available when the leave type is selected as Other.
Click OK to save.
Note: If the Leave type is User Defined Leave (UDL), you will need to create the UDL before creating the Leave Reason; it will then appear in the Leave Type field. See User Defined Leave.
Check when an employee has exceeded the Limit
A warning appears on the Payroll Audit Report when the employee exceeds the leave reason limit. The report counts the number of times the Leave Reason is used. It doesn't look at the number of hours. You need to enter each day as a separate entry in transactions for it to count in the limit. That is, if you enter two days as one transaction entry, the Audit Report will count it as one.
It is not possible to flag a warning at the transaction entry however, the leave can be tracked in Enquiries or via Payroll, Reports, General, Employee Leave History Report.
To run the report:
Go to Payroll, Reports, Transactions, Audit Report.
Select the required Payroll Company, Location and Pay Frequency.
Tick Leave Reason Limit Exceeded and any other required options in Audit Checks.
Click Preview.