Other Leave Types

This topic describes a typical and basic setup only and cannot cover all permutations. It is your own responsibility to ensure that your settings comply with the awards or workplace agreements which govern any additional leave types.

As standard, payroll can accrue annual, sick and long service leave. 'Other Leave Types' allows the system to accrue additional leave types. Other leave types are available with Advantage only. For example: 

  • A group of employees are entitled to 5 productivity days per annum, which are in addition to the standard 20 days annual leave. Their award stipulates that productivity days can only be taken when all standard annual leave has been used. For this reason, it must be recorded separately to standard annual leave.

Other leave types' are not required for leave such as bereavement leave, public holidays, unpaid leave etc. Even though the employee may be entitled to these leave types, they do not need to accrue a balance for them.

There are a number of steps within the process of setting up new Leave Types:

In addition you may apply the new Leave Type to Multiple Employees or to Individual Employees.

ClosedCreate a New Leave Type:

If you wish your employees to accrue an 'other leave type' separately to annual, personal or long service leave, perform the following steps. We have used the example of purchased leave, but you can apply these steps to any other type of leave for which you want to accrue a separate balance, e.g. productivity days.

If you are accruing carer's leave separately, the carer's leave entitlement days must not be included in the personal leave entitlement days.

  1. From the navigator go to Company | Maintain company details.
  2. In the Company window select Other Leave Types on the left.
  3. Click the Add New button on the right.
  4. Enter a Description for your new leave type, such as "Purchased Leave".
  5. If this leave attracts loading, you must create a dedicated pay item for that loading.
  6. Click OK to save the new leave type.
  7. Create pay items for the new leave type. To do this you should:
    1. From the navigator go to Company | Maintain company details.
    2. Select All Pay Items. 
    3. Select the Leave Accrual category on the left.
    4. Click Add New on the right.
    5. Complete the settings for the new leave type. 
ClosedUpdate Existing Pay Items for the new Leave Type

Next you need to determine which pay items will accrue the new leave type and update these existing pay items to ensure that they accrue the new leave type.

(Note that a and b are optional steps, if you have determined the pay items by another method.):

  1. Open the Report Explorer, then browse to System Reports | Framework Listings | Pay Items Report. Print this report.
  2. Select any items which make up the 'core' hours of a working week, for example normal time, annual leave, public holidays and so on. Be sure to include the pay item for the new Leave Type (e.g. Purchased Leave).
  3. From the navigator go to Company | Maintain company details.
  4. Select All pay items on the left. The right hand pane displays a list of all existing pay items.
  5. Double click the first pay item on the list.
  6. Select the Leave Definition tab, then place a tick in the box for the new leave type you have created
  7. Click OK to save your changes.
ClosedAdding the Leave to Employment Conditions and Set Accrual Rate:
  1. From the navigator go to Company | Maintain company details.
  2. On the left select the required employment condition.
  3. Select the Other Leave Types node. 
  4. Click the Add New button on the right.
  5. Complete the following information for the new leave type as required:
Field Explanation
Leave Details
Other Leave Type Select the type of leave from the drop-down list. Your newly created Other Leave Type will now be added to the list.
Days/Year Enter the total number of days per year to accrue
Increment/ hour The system will automatically calculate this value based on the standard working week defined for this employment condition
Loading % Enter the applicable leave loading %
Qualifiers
Max Entitlement Hours

Enter a value only if there is a cap on the number of days employees can accrue.

Accumulate Year to Year If the employee continually accrues carer's leave, select this box.
Dollar Based Accruals If any unused leave (of this type, e.g. Purchased Leave) can be carried over to the next year, select this box.
Payrun Entitlement Checks Hours If this is selected the system will check the hours the employee is entitled to accrue and will issue a warning during the payrun if the limit is exceeded.
Payrun Entitlement Warning Checks $'s If this is selected the system will check the dollars the employee is entitled to accrue and will issue a warning if the limit is exceeded. This option is only active if Dollar Based Accruals have been turned on for this leave type.
Payrun Entitlement Warning Checks Both If this is selected the system will check both the dollars and the hours the employee is entitled to accrue and will issue a warning if either limit is exceeded. This option is only active if Dollar Based Accruals have been turned on for this leave type.
  1. Click OK to save your changes.
ClosedApplying a New Leave Type to Multiple Employees:

Employees must be linked to the new leave type before they start accruing it.

  1. From the navigator go to Company | Maintain company details.
  2. On the left of the Company window, expand Employment Conditions by clicking on the Right Arrow button.
  3. Click the Right Arrow next to the required condition, then select the Employees node underneath that condition.
    The right hand pane shows a list of all employees who are linked to the selected Employment Condition.
  4. Double click the first employee who should accrue the new Leave Type (e.g. Purchased Leave).
    This will open their employee file.
  5. In the left hand pane of the employee file select Leave Balances.
  6. In the right hand pane, click on the Other tab.
  7. Click on the Add New button.
  8. Complete the information below as required for the new leave type:
Field Explanation
Other Leave Type Select the new Leave Type from the drop-down list.
Entitled Date This defaults to the employee's next anniversary of employment, if necessary change this to the appropriate date.
Entitled Hours

You can enter an opening balance if required, otherwise leave as 0.0000.
Qualify Date The qualify date will normally be the employee's hired date, or the date they qualify to take this leave type, if different. If leave is taken before this date, a warning message will be displayed in the payrun.
  1. Click OK to save your changes, then close the Employee file.
  2. Repeat steps 4 to 9 for each of the remaining employees.
ClosedApplying a New Leave Type to Individual Employees

Use this method if you want to add the new Leave Type to a single employee.

  1. Open the relevant Employee master file (via F3 Search).
  2. Follow steps 5 to 9 of the process for Applying a New Leave Type to Multiple Employees