Overview

There are two ways in which leave can be entered:

• Entered in the timesheet, specifying leave dates and time taken.
• Online via a Leave Request.

When using a Leave request the employee enters their leave request online, their manager then approves or declines the leave request. If it is approved, it will then be available for processing in the payroll system. The leave will be applied to the pay packet when the leave dates coincide with the current pay period.

Client Responsibilities

Clients will need to ensure that the managers have approved the online leave requests before "Processing" the pay run, to ensure the leave is applied in the pay period.

Note:

Duplicate Leave requests: This indicates multiple leave requests have been entered for the same date.
Duplicate leave requests could be valid if there were two different leave types, e.g. Employee works 8 hours per day, and they have entered in 4 hours as annual leave and 4 hours as sick leave. If this is not the case and the employee has entered a leave request twice for the same period, the consultant will check with the client to determine which leave request should be withdrawn.

Not enough hours in the Pay Packet: This error occurs when there are not enough ordinary hours in the pay period to cover the number of hours taken as leave. This could be due to the leave dates, as it could fall in the previous pay period.

Leave Priorities : If the company is using Leave priorities, where an employee has requested leave but they do not have sufficient leave for this to be paid the leave priority will determine what type of leave will be processed. For example: The priority maybe set to pay LWOP if there is not sufficient Sick leave owing.

When processing leave that occurred in a previous pay period, the system can be set up one of two ways.

• Process the leave in the pay period in which it occurred. This would be done by reversing out the original pay packet and creating an adjustment pay packet in the pay period the leave occurred.  This will ensure  annual leave is paid at the rate calculated at the start of the annual leave.
• Processing the leave request in the latest pay period however this may impact the annual leave rate