Unable to pay leave for an employee

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All employees are assigned to a pay group that includes set templated hours and days. The hours and days can be changed in the employee pay group for those employees' whose hours and days differ from the pay group template. When paying leave the actual days of the week applied come from the calendar and not the individual employee pay group settings.

To ensure the employee's actual hours are captured and days for leave are paid correctly, a Work Calendar should be created.

This method should only be used for employees with set entitlements and should not be used for Pro Rata employees as it will affect annual leave accrual. Only use to alter the actual days worked and NOT to adjust total hours paid or to add additional days or remove days.

If the employee's days and hours of work change from pay to pay, a pro rata method should be used.

Work Calendar

From the configuration screen select Work Calendar. We can create new calendars from this screen (Screen ID - CS209000).

Employee Pay Groups

In Work Area select Employee Pay Groups (Screen ID - MPPP2250) to add this work calendar to the selected employee.

Ensure the effective date is updated.

Employees Form

The calendar should also be updated in the Employee screen (Screen ID - EP203000).

Days Taken

When leave is taken the correct hours and days that the employee usually works will be displayed in the leave taken calendar and be reflected in the employee's current pay.

Employee's Current Pay

Changing the actual days worked in the current pay

In this example the employee's usual days are Monday, Wednesday and Friday, however if the business requirements mean the employee has to work on Tuesday, Thursday and Friday for 1 week this should be changed in the employee's current pay calendar if the employee takes leave on any of those days. For example, if the employee was sick on Thursday, the calendar can be changed by going to Explore from the employee's current pay screen and selecting Employee Calendar.

Employee Work Calendar

By ticking Tuesday and Thursday and unticking Monday and Wednesday, this enables leave to be paid for Tuesday, Thursday or Friday and not on Monday or Wednesday.

Article ID: 38466

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