Annual leave not updating

ANSWER ID:511

If an employee's annual leave and holiday pay are not updating or are calculating incorrectly, it is probably because their anniversary date is incorrect, or their leave entitlements are not set correctly. Follow the steps below to find the source of the problem.

If your employee has reached an anniversary date and their holiday pay has rolled over into annual leave, but has been calculated incorrectly, you will need to do one of two things:

Restore a back up from before the employee's anniversary, follow the steps below to correct the calculation, then roll the holiday pay back into annual leave.
Adjust their leave manually. See Fixing holiday pay paid in error for more information on recalculating your leave

If you need help with this, call our Support Team on 0508 32 82 83.

1. Check the employee's Next Holiday Anniversary Date

First, make sure the employee's Next Holiday Anniversary Date is on or after their Start Date.

To do this:

Go to the Maintenance command centre and click Maintain Employees.
Select the relevant employee.
Click the Employment Details tab and check the Start Date.
Click the Leave Details tab and check the Next Holiday Anniversary Date. This date must be on or after the Start Date.

2. Check the employee's annual leave entitlement

Next, make sure the employee's annual leave entitlement has been set up correctly.

To do this:

Go to the Maintenance command centre and click Maintain Employees.
Select the relevant employee.
Click the Leave Details tab.
Ensure you've entered the employee's Normal Days/Week and Normal Hours per week. This ensures that Payroll will automatically calculate the employee's annual leave entitlement.

Correct calculation example

Ella works 8 hours per day, 5 days per week = 40 hours per week.

This means Ella is entitled to 4 weeks annual leave per annum = 160 hours per year.

Holiday pay will accrue throughout the year at 8% of Ella's gross pay, and at her Holiday Anniversary Date the holiday pay will roll down into 4 weeks of annual leave.