When you initially review an employee's leave balance in ESS, you will see their overall balance. There are several factors that contribute to this value. To review these factors, follow the steps below:
In ESS, on the employee profile, select Leave.
The leave balances will be displayed on the right-hand side.
To expand the leave, click on the Leave Type. This will open the expanded view:
Balance of last pay - total entitlement balance and the date it was updated to from MicrOpay.
Forecast Balance - the leave balance forecasts to the date at the top of the Leave Balances. This defaults to today's date but can be changed.
Not yet paid - leave applications that have been approved in ESS but are yet to be processed in MicrOpay. This will reduce the overall leave balance in ESS.
Not yet approved - leave applications that are yet to be approved or processed. This will reduce the overall leave balance in ESS.
If Leave doesn't balance after reviewing the above:
Balance of last pay is less than the Total Entitlement in MicrOpay. This could be because the leave in ESS doesn't include pro rata. To check this:
Go to Settings, Leave in ESS.
Check the settings for the Leave Type.
Forecast balance is less than Balance of last pay and Total Entitlement in MicrOpay, this could be because the Sick or User Defined Leave class in MicrOpay has a Maximum Accrual. To check this:
Go to Payroll, Maintenance, Leave in MicrOpay.
Select Sick Leave or User Defined Leave.
Edit the Leave class the employee is attached to. (You can check this by going to Payroll, Maintenance, Employees, Employees.)
Check the Maximum Accrual. The Forecast balance will cap at the Maximum Accrual.
The forecast balance is higher than the expected forecast balance. It may look like the leave is accruing at double the expected rate.
This could be because the Pro-Rata: Entitlement each Period (Annual Leave) or Accrual: Entitled each Period (Sick Leave) on the left-hand side has been populated for the leave class. When this is populated, the Current Accrual hours are also included in the leave balance in ESS, overstating it. We don't recommend that the left-hand side of the leave class be completed when MicrOpay is linked to ESS. To check this:
Go to Payroll, Maintenance, Leave in MicrOpay.
Select Sick Leave or Annual Leave.
Edit the Leave class the employee is attached to. (You can check this by going to Payroll, Maintenance, Employees, Employees.)
Check if Pro-Rata: Entitlement each Period (Annual Leave) or Accrual: Entitled each Period (Sick Leave) on the left-hand side has been completed.
You can remove the left-hand side of the leave class. However, before doing so we recommend that you take a backup. After removing the left-hand side you will need to change the Prorata Date for the leave class on each Employee's record to the date leave has been accrued to.