Guide: Enabling leave in weeks

How it works

As an organisation you may require employees to accrue and apply for leave in weeks per year instead of the HR platform default of hours per year. If this is the case, the payroll platform allows you to set your employees to accrue leave based on weeks, with the HR platform then enabling your employees to submit leave in weeks.

Helpful Hint

If you want employees to submit leave in days, instead of hours or weeks, refer to the following guide.

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium

What you need to do

There are five steps that an administrator needs to complete, to enable leave to accrue based on calendar weeks. An administrator needs to complete these actions on both the Employment Hero HR and Payroll platforms. The five steps are:

Step 1: Creating a leave category

To begin with, you will need to create the leave categories you want your employees to take in weeks instead of hours. There is no limit to the amount of categories that you can create, this is because the platform allows you to assign categories per employee.

Important

You will need to repeat the following steps for each leave category you require your employees to submit in weeks.

The steps on how to undertake this are:

  1. Log into your Employment Hero Payroll platform.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Leave Category button.
  5. Click the Add button.
    Leave_1.jpg
  6. In the Standard Allowance field select the Standard Weeks Per Year option.
  7. Complete the following fields:
    • Name.
    • External ID.
    • Leave loading.
    • Leave category type:
      • Standard.
      • Long service leave.
      • Personal careers leave.
    • Employee leave balance:
      • Tracked.
      • Not tracked.
    • Payment setup:
      • Basic.
      • Don't pay for the leave taken.
      • Report the earnings for the leave taken against another pay category.
      • Custom.
  8. Click the Save button.
    Leave_2.jpg
Step 2: Creating a leave allowance template

Once you have created your leave categories, you will need to create your leave allowance templates. These allow you to group multiple leave categories together and set the rate at which each category accrues leave in weeks. There is no limit to the amount of templates that you can create, this is because the platform allows you to assign templates per employee.

Important

We suggest you create a new leave allowance template, as opposed to updating an existing one, as there may be users who continue to accrue leave in hours per week.

Warning

We recommend creating a new leave allowance template, as opposed to updating an existing one, as it allows you to keep accurate records of previously take leave.

The steps on how to undertake this are:

  1. Log into your Employment Hero Payroll platform.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Leave Allowance Templates button.
  5. Click the Add button.
    Leave_3.jpg
  6. Complete the following fields:
    • Template name.
    • Leave year should start on.
    • Leave loading.
  7. Select the leave categories that have leave in days enabled.
    Leave_4.jpg
  8. Set each of the required temples to accrue in standard weeks per year.
  9. Click the Save button.
    Leave_5.jpg
Step 3: Importing the leave category

Warning

Inactive leave categories are still visible to administrators within the HR platform.

Since the HR platform is the source of truth for information such as company settings, payroll settings, and employee file data; it will require you to re-synchronise your platforms to import the new leave categories. 

The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the Payroll Settings menu.
  3. Click the Leave Categories submenu.
  4. Click the Update From Payroll button.
    Leave_1.jpg

    Helpful Hint

    The Leave Categories page will now show a green Updated button. This means the HR platform has successfully imported your leave categories from the Payroll platform.

    Leave_2.jpg
Step 4: Importing a leave allowance template

Since the HR platform is the source of truth for information such as company settings, payroll settings, and employee file data; it will require you to re-synchronise your platforms to import the new allowance templates. 

The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the Payroll Settings menu.
  3. Click the Leave Allowance Template submenu.
  4. Click the Update From Payroll button.
    LAT_1.jpg

    Helpful Hint

    The Leve Allowance Template page will now show a grey Updated button. This means the HR platform has successfully imported your leave allowance templates from the Payroll platform.

    LAT_2.jpg
Step 5: Applying a leave allowance template

In order for you to apply the new leave allowance template to your employees, you will need to update their pay details. Once you have updated their details, the HR platform will automatically synchronise the changes with the Payroll platform.

The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the Personnel menu.
  3. Click the Employees submenu.
  4. Select the employee that needs a leave allowance template updated.
  5. Click the Pay Details tab.
  6. Click the Salary History tab.
  7. Click the Action button.
  8. Click the Edit button.
    Leave_7.jpg
  9. In the Leave Allowance field, select the leave allowance template that has leave in weeks enabled.
  10. Complete the Change Reason field.
  11. Click the Save button.
    Leave_8.jpg
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