Leave

The Leave module in Agrigistics enables you to link leave recorded on the Employee Overview to the employee’s pay run. Within this module, you can:

• Configure leave accrual parameters.

• Manage leave balances.

• Add adjustments.

• Perform leave payouts.

For details on how to capture leave days for an employee, refer to the How to Capture Leavesection.

Create a new Leave Policy

Create standardised leave policies to efficiently manage rules for different employee groups. By defining policies centrally, you can link them to multiple pay runs, saving time and ensuring consistency.

Follow the steps below to create a new leave policy:

1. Navigate to Payroll, then select Leave Policies.

2. Click "Add Leave Policy".

3. Configure the following properties for the policy:

   • Policy Name: Enter a descriptive name. This will help you identify the policy when linking it to pay runs or assigning it to specific employees.

   • Average Working Hours per Day: Enter the average number of hours in a standard workday. This is used to calculate leave deductions correctly. If an employee's daily hours vary, use their average for a calendar year.

   • Leave Accrual Method: Choose how leave is earned.

     • Days Worked: Leave accrues for each day an employee is present, based on any activity on the Employe Overview Report.

     • Fixed Amount: Accrues a set number of leave hours per pay period, regardless of actual hours worked. This is ideal for salaried employees or those with fixed leave entitlements.

     • Hours Worked: Accrues leave based on an employee's actual clocked hours. Select one or more pay run templates to be included in the calculation.

     • Fractional Days: Leave accrues based on the portion of a required workday an employee is present. For example, if an employee works 4.5 hours of a 9-hour day, they will accrue leave for 0.5 days.

   • Leave Deduction: Select how leave balances are reduced when leave is taken.

     • Hourly: Leave is deducted in hours. When an employee takes a day off, the number of hours equivalent to their standard workday is deducted from their leave balance.

     • Daily: Leave is deducted in full-day or partial-day units. Taking a full day of leave deducts one day from the balance, regardless of the employee's scheduled hours for that day.

   • Annual Leave Configuration:

     • Cycle Start Date: Choose whether the annual leave cycle begins on the employee's appointment date or on a fixed calendar date. A fixed date is useful for aligning all employees to the same leave cycle.

     • Annual Leave Accumulation Factor: Enter the rate at which leave is earned. This factor is used in the formula: (Hours or Days Worked) / Accumulation Factor = Leave Accrued.

     • Leave Expiration: Configure rules for carrying over unused leave. You can specify if leave expires, the maximum number of days to carry over, and when the carried-over leave expires. Carried-over leave is always used first. By default no leave expires.

     • Minimum Leave Balance: Set a minimum leave balance (0 or a negative number) to prevent employees from taking more leave than allowed. The system will block leave applications that would cause the balance to fall below this limit.

   • Annual Leave Payout:

     • Leave Payout Rate: Select the rate used to calculate leave pay. This can be an hourly or daily rate based on your system rate configuration. If a custom rate is set for an employee, that rate will be used instead.

   • Sick Leave Configuration:

     • Contractual Workdays per Week: Enter the number of days the employee is contracted to work each week. This figure is used to calculate the total sick leave entitlement over the cycle.

     • Minimum Leave Balance: Set a minimum leave balance (0 or a negative number). The system will block leave applications that would cause the balance to fall below this limit.

   • Family Responsibility Leave:

     • Leave Entitlement (Days): Enter the number of Family Responsibility Leave days an employee is entitled to per leave cycle. The statutory minimum is 3 days, but this can be increased.

     • Minimum Leave Balance: Set a minimum leave balance (0 or a negative number). The system will block leave applications that would cause the balance to fall below this limit.

4. Click "Save" to create the new leave policy.

Watch our video here:

Importing Leave Balances

Take-on balances for employees can only be imported when:

• Employees are linked to a pay run with leave configured: Leave

• Have a valid start date or active period: Creating a New Active Period

How to import leave opening balances

Navigate to Payroll / Employees and click on the down arrow next to "Import leave balances". Select "Export balance template"

This excel file will be prepopulated with all the employees eligible for a leave take on balance. Leave thresholds will also be set according to current employment durations.

• Employee Details:

  • Employee #: Contain the employee number

  • Existing Leave Balance: If TRUE, this means that the employee has an existing leave balance which can be updated if it is imported again. If it is FASLE, the values will be the take-on balance for the employee

  • Months Employed: The total months since the employee's start date. If this is less than 6 or 4, Sick and Family Responsibility leave thresholds will apply

  • Balance As of: The date at which the balances are applicable. This will always be the start date of the employees current pay run

• Leave Balances - Provide the closing balance on the date of "Balance As of"

  • Annual leave closing balance

  • Sick leave closing balance

  • Family responsibility closing balance

• Leave Cycles: Leave cycles start on the day of employment with the following durations for each leave type. These values are calculated as a reference and cannot be changed:

  • Sick leave cycle start date: 3 years from the start of employment

  • Annual leave: 1 year from the start of employment

  • Family responsibility leave cycle start date: 1 year from the start of employment

• Leave thresholds - only applicable to Sick and Family Responsibility Leave

  • Sick leave threshold crossed - If indicated as FALSE, the employee needs to be employed longer than 6 months before they will be entitled to their full 6 week leave balance

    • Employees working less than 6 months accrue 1 hour of leave for every 26 hours worked until they reach the 6-month threshold. Afterward, they receive the full 6-week entitlement.

  • Family responsibility leave threshold crossed - If indicated as FALSE, the employee needs to be employed longer than 4 months before they will be entitled to the full 3 days of leave

Leave Payout Bulk Manage

The Leave Payout Bulk Manage feature allows you to efficiently handle leave payouts for multiple employees within a single pay run.

Add Bulk Leave Payouts

To get started, navigate to Payroll > Pay Runs and select the desired pay run.

1. Select Employees: Choose all or specific employees within the selected pay run.

2. Click on Manage Leave: Open the Manage Leave section.

3. Select the Import Payout Option: This will open the bulk management panel for leave payouts.

1. Leave Payouts Are Only Applicable for Annual Leave

2. Provide a Description for the Leave Payout: Add a description that will be linked to all selected employees for transparency.

1. Full Leave Payout: Pay out all available leave for an employee. This option is only available if the employee’s leave balance is positive.

2. Partial Leave Payout: Specify the number of leave days to pay out for an employee.

3. Bulk Actions

   • Copy & Paste: Copy values from one employee and use the paste option to apply them to other selected employees.

   • Remove: Remove specific employees from the bulk management list.

4. Manage Templates

   • Download & Upload Template: Download an Excel file to bulk edit or import values. Only employees in the current pay run will be included in the list. Any employees not found will be flagged as errors.

   • Set Uniform Amount: Use this quick action to apply the same amount to all employees in the list.

Click on Add to save your selection.

Remove Bulk Leave Payouts

The Leave Payout Bulk Manage feature allows you to efficiently handle leave payouts for multiple employees within a single pay run.

To get started, navigate to Payroll > Pay Runs and select the desired pay run.

1. Select Employees: Choose all or specific employees within the selected pay run.

2. Click on Manage Leave: Open the Manage Leave section.

3. Select the Remove Payouts Option: This will all leave payouts for the selected employees.

Leave Adjustments Bulk Manage

The Leave Adjustment Bulk Manage feature allows you to efficiently handle leave payouts for multiple employees within a single pay run.

Add Bulk Leave Adjustments

To get started, navigate to Payroll > Pay Runs and select the desired pay run.

1. Select Employees: Choose all or specific employees within the selected pay run.

2. Click on Manage Leave: Open the Manage Leave section.

3. Select the Import Adjustment Option: This will open the bulk management panel for leave adjustments.

1. Leave Adjustments can be applied to any type of leave: Select the leave that you want to adjust.

2. Provide a Description for the Leave Adjustment: Add a description that will be linked to all selected employees for transparency.

1. Adjustment value: The value provided here will be added to the existing leave balance. This value can be positive or negative.

2. Balances: The balance before and after the adjustment.

3. Bulk Actions

   • Copy & Paste: Copy values from one employee and use the paste option to apply them to other selected employees.

   • Remove: Remove specific employees from the bulk management list.

4. Manage Templates

   • Download & Upload Template: Download an Excel file to bulk edit or import values. Only employees in the current pay run will be included in the list. Any employees not found will be flagged as errors.

   • Set Uniform Amount: Use this quick action to apply the same amount to all employees in the list.