Annual Leave that straddles 2 fiscal quarters

Adrian17 · ‎January 02, 2020

I have an employee who will be taking 3 weeks annual leave (one week before 31/12/19 and 2 weeks after 1/1/20). I have paid her total annual leave plus loading upfront on 20/12/19, being her last day prior to her going on annual leave. There are 3 weekly payslips to reflect her pay and super over her leave period. How do I change her pay slip to reflect that her Date Paid as 20/12/19, even though the annual leave relates to a pay week after that date?

Also, do I pay her PAYG and super for the annual leave that relate to the 3rd quarter of 2020 in the 2nd quarter because I paid her upfront on 20/12/19?

Thank you

christine_w · ‎January 03, 2020

Hi Adrian17-

You mentioned previous that you have already paid Employee A and have adjusted the original pay runs to fit to her requirements to be paid on the 20th. Given that, if you go back in that single pay run, Unlock and delete Employees B&C, then create new pay runs to reflect B&C's pay by manually adding them to the pay run this might work better for you.

Once you delete B&C from the original pay run reflecting the 3 weeks pay for Employee A; select New Pay Run, adjust the pay period end date to bring us back to the original pay period in the three weeks we are missing for B&C. This adjusts the start date automatically to the schedule which you have selected. Additionally, Tick Manually add employees to this pay run and add each B&C to the pay run and their rates should display as normal for the missing periods.

Now, the above suggested only works if you have kept the pay runs for Employee A related to your original query. Let me know if any of this works for you by replying here.

-Christine

View solution in original post

Bonny_ · ‎January 02, 2020

Hi Adrian17,

For each of the pay runs related to the annual leave, you can adjust the Date Paid to 20/12/19, even if the pay runs are related to future dates.

If you have finalised the 3 pay runs, unlock them first. Then, select one of the pay runs and select Pay Run Actions, then Adjust Pay Period. Change the Date pay run will be paid to 20/12/19 and Save. The pay slips will then be updated to reflect that date paid. Repeat for the next 2 pay runs.

When you change the Date Paid, it will also adjust the PAYG and Super amounts automatically, according to that date paid's period. If you are paying PAYG monthly or quarterly, then the annual leave payout's PAYG will be calculated as part of the December BAS/IAS.

Bonny

Adrian17 · ‎January 02, 2020

Hi Bonny

Thanks for your prompt reply. When I followed your instructions, the Date Paid changed for my other 2 employees as well. However, these 2 employees have not taken leave and are working through the week. They were not paid in advance on 20/12/19. Can I adjust the Date Paid for one employee only (namely, the one who was paid on 20/12/19)?

Thank you for your help.

Kristian_S · ‎January 02, 2020

Hi Adrian17,

If this is the case then I would suggest creating a separate pay run specifically for the employee who is taking leave and only including them in the pay run itself.

At the same time you can continue running your usual scheduled pay runs with the other employees included.

Kristian.

Adrian17 · ‎January 02, 2020

Thank you, Kristian. I'll try that.

Happy New Year!

Kristian_S · ‎January 02, 2020

No worries.

Hope 2020 brings lots of goodies!

Kristian.

Adrian17 · ‎January 03, 2020

Hi Kristian

I've just tried your solution of creating separate pay runs - one for the employee who went on leave (and was paid upfront on 20/12/19) and another for the 2 employees who did not go on leave (and would be paid weekly). When I created a new pay run, there was a new Period Starting date that I was not able to adjust so that I have 2 pay runs for the same week.

Any advice?

Thanks

GraceC · ‎January 03, 2020

Hello there, @Adrian17.

In QuickBooks, each of the pay runs related to the annual leave. You can adjust the Date even if the pay runs are related to future dates.

Here's how:

Select one of the pay runs.
Click Pay Run Actions, then Adjust Pay Period.
Change the Date pay run will be paid
Hit Save.

Please let me know if you need anything else.

Adrian17 · ‎January 03, 2020

Hi GraceC

Thanks for your help, but my problem is that I need to create 2 separate pay runs for the same week:

1 One pay run for the employee (A) who has gone on leave and has been paid 3 weeks in advance so that she can correctly have the Date Paid of 20/12/19.

2 A second pay run for 2 other employees (B & C) who have worked through the week as usual. B & C will have a different Date Paid from A as they have just done their weekly work and will be paid at the end of the week (04/01/20).

If I don't have separate pay runs, all 3 employees will have the same Date Paid ( and this will affect the PAYG and super that is due in each quarter).

When I try to create a new pay run for just B & C, it gives me a future Period Starting Date whereas I would like B & C to have the same Period Starting Date as for A's payslip so that I can have the correct Date Paid for all 3 employees.

Any advice would be most welcome.

Thank you

christine_w · ‎January 03, 2020

Hi Adrian17-

You mentioned previous that you have already paid Employee A and have adjusted the original pay runs to fit to her requirements to be paid on the 20th. Given that, if you go back in that single pay run, Unlock and delete Employees B&C, then create new pay runs to reflect B&C's pay by manually adding them to the pay run this might work better for you.

Once you delete B&C from the original pay run reflecting the 3 weeks pay for Employee A; select New Pay Run, adjust the pay period end date to bring us back to the original pay period in the three weeks we are missing for B&C. This adjusts the start date automatically to the schedule which you have selected. Additionally, Tick Manually add employees to this pay run and add each B&C to the pay run and their rates should display as normal for the missing periods.

Now, the above suggested only works if you have kept the pay runs for Employee A related to your original query. Let me know if any of this works for you by replying here.

-Christine

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Annual Leave that straddles 2 fiscal quarters