How to adjust employee's leave balance through pay run in HeroPay?

This article walks through how you can adjust the employee's leave balance, i.e. reducing or increasing employee's leave balance via actions in pay run.

Reduce leave balance: this is applicable if leave accrued incorrectly (for example, a casual employee was linked to Permanent leave allowance template and had Annual/ Personal leave accrual in the past). In this case, follow below steps

  1. In the pay run, select employee, click Actions tab/ select Adjust leave

  2. Select leave category

  3. Untick Apply Earnings Rules box, since you do not want the leave adjustment to be included in wages calculation.

  4. Enter number of leave balance (for example, employee’s annual leave balance is 10 hours and you want to reduce it to NIL, enter -10). Then Save.


Increase leave balance:

1st scenario: this is applicable if a leave request was processed in previous pay run but employee did not take the leave. In this case, follow below steps

  1. In the pay run, select employee, click Actions tab/ select Adjust leave

  2. Select leave category

  3. Enter number of leave balance (for example, leave taken processed in previous pay run is 8 hours and to reverse the leave taken, enter 8). Ensure Apply Earnings Rules box is ticked, then Leave Adjustment will create a line in the earnings of the employee indicating that the leave has been adjusted.

  4. Then Save.


If employee is auto-paid, leave adjustment will have below result. Annual leave taken would be reversed and employee would be paid Permanent Ordinary Hours. 



If employee is paid by time sheet, leave adjustment will reverse leave taken only. Employee would need to create time sheet entry for the day employee was working.

2nd scenario: If you want to increase employee's leave balance only (i.e no leave request was processed in previous pay run and no need to include adjusted earning line in current pay run), you can click Actions tab/ select Accrue leave and enter the additional hours you want to credit to employee's leave balance. 

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