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How to apply leave adjustments

SOLVEDby QuickBooks40Updated January 17, 2024

Do you need to adjust an employee's leave? There are two common scenarios for this:

  • Annual leave was paid but it should have been recorded as sick/personal leave.
  • An employee returns to work from leave early but the (whole) leave request has already been paid.  

Incorrect leave applied to a previous pay run

To adjust leave in this scenario follow these steps: 

Note: you may choose to create an adhoc pay run or simply follow this process during your next scheduled pay run.  

  1. Select Payroll from the left hand menu, then select the New Pay Run button.
  2. Select the Pay Schedule and any other relevant field, then select Create.
  3. Select the Employee you wish to make the leave adjustment for to open up their record. 
  4. Select the Actions button and choose Adjust Leave.
  5. Select the Leave Category you wish to reverse and enter the Hours (as a positive). 
  6. Select the Actions button and choose Adjust Leave.
  7. Select the Leave Category you wish to correct it to and enter the Hours (as a negative). 
  8. Tick the Apply Earnings Rules or Apply Loading checkboxes if applicable.
  9. Enter any relevant Notes, then select Save.
  10. Once the pay run is complete select Finalise Pay Run.

Note: 

  • Depending on the leave category settings and if the Apply Earnings Rules is ticked a line will be created on the employee’s earnings to indicate that the leave has been adjusted. 
  • Ticking the Apply x% loading box will also add an earnings line to pay the loading if leave is being taken (a negative adjustment) but will reverse/deduct the x% loading if leave is being added/replaced (a positive adjustment) 

An employee return to work early and leave has already been paid

To adjust an employee’s leave follow the steps outlined below: 

Note: you may choose to create an adhoc pay run or simply follow this process during your next scheduled pay run.  

  1. Select Payroll from the left hand menu, then select the New Pay Run button.
  2. Select the Pay Schedule and any other relevant field, then select Create.
  3. Select the Employee you wish to make the leave adjustment for to open up their record. 
  4. Select the Action button and choose Adjust Leave. 
  5. Select the Leave Category you wish to increase and enter the Hours (as a positive). 
  6. Tick the Apply Earnings Rules or Apply Loading checkboxes if applicable.
  7. Enter any relevant Notes, then select Save. 
  8. Once the pay run is complete select Finalise Pay Run.

Note: Be mindful about applying earnings rules, ie. only apply them if the employee would not normally have been paid for that time or if leave loading was paid.

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Content sourced from Employment Hero

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