Leave
Manage accrued and spent leave per employee
Last updated
Manage accrued and spent leave per employee
Last updated
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 section.
Follow the steps below to configure leave accrual in a pay run and make necessary leave balance adjustments:
1. Create or Update a Pay Run
Create a new pay run and configure leave accrual parameters: Pay Run Settings
Alternatively, enable leave in an existing pay run by navigating to the Pay Run Settings section.
2. Add Employees to the Pay Run
Ensure all employees included in the pay run have valid start dates or active periods to enable leave accrual:
3. Set Opening Balances
You can update employee leave balances using any of the following methods:
Adjust balances individually for specific employees:
Bulk adjust balances for all employees: TODO
Import balances from an Excel file: Importing Leave Balances
4. Access Leave Reports
By following these steps, you can effectively manage leave accrual and ensure accurate leave tracking and payouts.
Take-on balances for employees can only be imported when:
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.
Only employees with employment start dates and which is linked to a pay run with configured leave will be populated on the export template. If employees are missing, make sure to check their start dates, if they are added to a pay run, and if the leave is configured in that pay run.
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
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.
Select Employees: Choose all or specific employees within the selected pay run.
Click on Manage Leave: Open the Manage Leave section.
Select the Import Payout Option: This will open the bulk management panel for leave payouts.
Leave Payouts Are Only Applicable for Annual Leave
Provide a Description for the Leave Payout: Add a description that will be linked to all selected employees for transparency.
Full Leave Payout: Pay out all available leave for an employee. This option is only available if the employee’s leave balance is positive.
Partial Leave Payout: Specify the number of leave days to pay out for an employee.
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.
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.
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.
Select Employees: Choose all or specific employees within the selected pay run.
Click on Manage Leave: Open the Manage Leave section.
Select the Remove Payouts Option: This will all leave payouts for the selected employees.
The Leave Adjustment 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.
Select Employees: Choose all or specific employees within the selected pay run.
Click on Manage Leave: Open the Manage Leave section.
Select the Import Adjustment Option: This will open the bulk management panel for leave adjustments.
Leave Adjustments can be applied to any type of leave: Select the leave that you want to adjust.
Provide a Description for the Leave Adjustment: Add a description that will be linked to all selected employees for transparency.
Adjustment value: The value provided here will be added to the existing leave balance. This value can be positive or negative.
Balances: The balance before and after the adjustment.
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.
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.
Generate a Leave Liability Report to view and analyze leave data:
View leave balances for a single employee:
Have a valid start date or active period:
To manage leave payouts for a single employee, please refer to this page:
To manage leave adjustments for a single employee, refer to this page:
