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.

Setup and Configuration

Follow the steps below to configure leave accrual in a pay run and make necessary leave balance adjustments:

1. Navigate to Payroll, Pay runs.

2. Enter the pay run that you want to setup the leave config for.

3. Click on Pay run settings on the top left hand side of the pay run.

4. Click on Leave Config, or scroll down to the Leave Config section.

5. Click on Set up leave config.

6. Depending on if you have a fixed leave accrual (1.25 per month, or 0.58 per fortnight or 0.29 per week) of accrual based on hours worked, you will do the setup differently.

   1. Fixed Accrual:

      1. Add the Annual leave accumulation factor as 17 (this will always be 17).

      2. Enter the Average working hours per day for the majority of the employees in the pay run.

      3. Enter the Regular working day per week for the majority of the employees in the pay run.

      4. Enter the fixed number of hours for leave accrual based on the below calculation: (Days you want to accrue per period) x (Annual leave accumulation factor entered above) x (Average working hours per day)

   2. Hourly Accrual:

      1. Add the Annual leave accumulation factor as 17 (this will always be 17).

      2. Enter the Average working hours per day for the majority of the employees in the pay run.

      3. Enter the Regular working day per week for the majority of the employees in the pay run.

      4. In the Select pay run template with clocked hours select the drop down. Select the hours worked template(s) that are processed in this pay run.

7. In the Leave Payout section, select Hours.

8. Select the base rate that is linked to the employees in this pay run.

Whatch 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: Setup and Configuration

• 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.