Personal/Carer's Leave

Rebecca - Product Champion · ‎April 01, 2020

With the new Personal/Carer's leave changes how can I convert my employee's leave accruals from hours into days?

Enrico2 · ‎April 01, 2020

As a result of the recent legislation changes around how personal/carer's leave should accrue, you can update your existing business and employee leave settings using the detailed steps below:

A: Configuring employee daily hours.
1.     Go to the Employees tab
2.     Click Reports
3.     Generate Leave Balance Report
4.     Customise the report and check the current leave balance in hours for Personal Care's leave.
5.     Take note of the hours and also get the conversion to days.

Sample Calculation:
Full Time

Employee currently have 46.6 hours leave balance and if the employee's

Standard working hour is 7.6 hours /day. So, 46.6 hours |7.6 hours /day = 6.13 DaysPart Time (different hours work in a day)

Get the average standard hours by getting the sum of all hours work over the number of days that the employee had worked.

B: Converting leave balances from hours to days.

1. Prepare an empty pay run.
o  Click New pay run button.
o  Select the pay schedule, etc.
o  Tick Manually add employee
o  Tick Create pay run with empty pay
o  Press Create button
o  Add the employee name

2. Check and confirm the current leave balance of the employee for Personal/Care’s Leave (in hours)
o  Click the employee name to expand the details
o  Click Leave balances button
o  Take note of the hours
o  Close the leave balance screen

3. Negate the current balance in hours.
Please note: I would suggest to set the employee’s Pay run default settings from Use timesheet to Do not use timesheet as this will also affect how the system will behave when you adjust the leave. If it’s set to use timesheet, you will observe that the system will automatically apply earnings to pay the employee.

o  Click Actions button
o  Select Adjust leave
o  Under Leave Adjustments, please select Personal/Carer's Leave (in hours)
o  Untick Earnings Rules
o  Enter the total hours as negative in the Units box to negate the hours.
o  Feel free to add some notes like "Leave adjustment for conversion to daily rate"
o  Press Save.
o  Click Leave balance button again and observe if the hours for Personal/Carer's Leave is now zero.

C. On the same pay run, apply the correct conversion to Days.

Click Actions
Select Adjust leave
Select the new leave category in days - Personal/Carer's Leave (10 days)
Untick Earnings Rules
Enter the total days (Example: 6.13 )
Press Save
Click Leave balance button and observe if the hours for Personal/Carer's Leave (10 days) has now been updated.

D. Review leave allowance template assigned to the employee.
Make sure to disable to personal carer's leave (hours) so that it will not accrue moving forward.
1.     Go to the Payroll settings
2.     Under Pay conditions, click Leave allowance template
3.     Click on the leave allowance template you have used for the employee
4.     Scroll down and locate the Personal/Care’s Leave (hours)
5.     Enter 0.00 for the units
6.     Press Save.
7.     Create a test pay run to confirm if only the Personal/Care’s Leave (10 days) is accruing.

View solution in original post

Enrico2 · ‎April 01, 2020

As a result of the recent legislation changes around how personal/carer's leave should accrue, you can update your existing business and employee leave settings using the detailed steps below:

A: Configuring employee daily hours.
1.     Go to the Employees tab
2.     Click Reports
3.     Generate Leave Balance Report
4.     Customise the report and check the current leave balance in hours for Personal Care's leave.
5.     Take note of the hours and also get the conversion to days.

Sample Calculation:
Full Time

Employee currently have 46.6 hours leave balance and if the employee's

Standard working hour is 7.6 hours /day. So, 46.6 hours |7.6 hours /day = 6.13 DaysPart Time (different hours work in a day)

Get the average standard hours by getting the sum of all hours work over the number of days that the employee had worked.

B: Converting leave balances from hours to days.

1. Prepare an empty pay run.
o  Click New pay run button.
o  Select the pay schedule, etc.
o  Tick Manually add employee
o  Tick Create pay run with empty pay
o  Press Create button
o  Add the employee name

2. Check and confirm the current leave balance of the employee for Personal/Care’s Leave (in hours)
o  Click the employee name to expand the details
o  Click Leave balances button
o  Take note of the hours
o  Close the leave balance screen

3. Negate the current balance in hours.
Please note: I would suggest to set the employee’s Pay run default settings from Use timesheet to Do not use timesheet as this will also affect how the system will behave when you adjust the leave. If it’s set to use timesheet, you will observe that the system will automatically apply earnings to pay the employee.

o  Click Actions button
o  Select Adjust leave
o  Under Leave Adjustments, please select Personal/Carer's Leave (in hours)
o  Untick Earnings Rules
o  Enter the total hours as negative in the Units box to negate the hours.
o  Feel free to add some notes like "Leave adjustment for conversion to daily rate"
o  Press Save.
o  Click Leave balance button again and observe if the hours for Personal/Carer's Leave is now zero.

C. On the same pay run, apply the correct conversion to Days.

Click Actions
Select Adjust leave
Select the new leave category in days - Personal/Carer's Leave (10 days)
Untick Earnings Rules
Enter the total days (Example: 6.13 )
Press Save
Click Leave balance button and observe if the hours for Personal/Carer's Leave (10 days) has now been updated.

D. Review leave allowance template assigned to the employee.
Make sure to disable to personal carer's leave (hours) so that it will not accrue moving forward.
1.     Go to the Payroll settings
2.     Under Pay conditions, click Leave allowance template
3.     Click on the leave allowance template you have used for the employee
4.     Scroll down and locate the Personal/Care’s Leave (hours)
5.     Enter 0.00 for the units
6.     Press Save.
7.     Create a test pay run to confirm if only the Personal/Care’s Leave (10 days) is accruing.

GSELEC · ‎April 01, 2020

Adjust leave is not in the drop down box to choose from

Anonymous · ‎April 01, 2020

Hey GSELEC,

Adjust Leave button is available from the Actions button. If you have your pay run open, click the employee name to show the pay run details for that employee. On the lower right, you should see 'Actions.' Click that button to see 'Adjust Leave.'

I have attached a sample screenshot for your reference.

GSELEC · ‎April 01, 2020

There is no Adjust leave button

Kass_B - Product Champion · ‎April 01, 2020

Hi GSELEC,

The 'Adjust Leave' option is available from each employee's Actions button.

Open your payrun
Click on an employee's name to expand your view
Look to the lower right, under their earnings line(s). You should see the green Actions button
Select Actions, and from the options select 'Adjust Leave'. This will create a Leave Adjustment line.

If you require further assistance, I would encourage you to reach out to our Support Team.

In your QuickBooks Online, click the Help menu in the upper-right corner.
Select Contact us and enter the details of your concern
Click Let's talk and choose Chat or Get a callback.
Enter the required information.

-Kass

Ana_29 · ‎March 31, 2022

Hi Enrico2,

Thanks for posting on how to adjust the Personal Career leave - I've followed step by step, all leave balances are categorised as I'd like but I now have an unfinalised payrun - have you got any suggestions on how to deal with that without having to email the blank payslips to employees?

Thanks Ana :)

IntuitAika · ‎April 01, 2022

Hi Ana_29,

Thanks for posting in the Community. Let me show you how you can finalise a pay run without sending the pay slip to your employee.

Go to Employees tab and then select the Pay Runs tab.
Select the Pay Period you wish to finalise.
Select Finalise Pay Run.
Select Date paid.
On Publish pay slips, tick Do not make pay slips available until the "Publish pay slips" button is clicked.
Select Finalise.

The pay run will be locked once you finalised it. If you need to edit it, you'll need to unlock it first as long as you have not made automated super payments from the pay run.

Also, you can check on this article on how to send and print pay slips in QuickBooks Online.

Let me know if you have any other questions and I'd be glad to help. Have a great day!

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Personal/Carer's Leave