When trying to create new payrun, I can see 2 Personal Careers leave accruing in hours and another in days? Why and how can I turn off the one in days and can only have Personal careers leave in hours?

[Anthony James - Product Champion]

When trying to create new payrun, I can see 2 Personal Careers leave accruing in hours and another in days? Why and how can I turn off the one in days and can only have Personal careers leave in hours?

[Bonny_ · Accepted solution]

According to legislation recently passed, Personal/Carer's Leave now has to be accrued in days, not hours. Here are the steps to convert current employees' leave balances into days (assuming you don't have Awards set up): 

Step 1: Audit employees' Personal/Carer's Leave Balances from their start date to determine the hours to days conversion

1. Select the Employees tab on the left menu, then select Reports (next to Payroll Settings).
2. Select the Leave Balances Report, and download it.
3. Convert the Leave Hours value for each employee into days.

Note: Each employee (full and part time) is entitled to 10 days leave per year. This accrues at the rate of:

• 0.02739726 days per calendar day or part day of service for a non-leap year; and
• 0.0273224 days per calendar day or part day of service for a leap year. 

Step 2: Process an ad-hoc pay run to zero out existing leave balances. These balances (once converted into days) will be added to the new Personal/Carer's Leave (10 Days) category.

1. Create a new ad-hoc pay run for each pay schedule.
   • Do not use the normal pay schedule you use to pay your employees as this will impact future leave liability and leave calculations!
2. Set the pay period ending date to be 1 day after your last pay period ending date (e.g. if your last pay run had a period end date of 2/1/20, the period end date for this adhoc pay run should be 3/1/20)
3. Tick Create pay run with empty pays.
4. For each employee, complete the following steps:
   1. Select Actions, then Adjust Leave.
   2. Select Personal/Carer's Leave (or equivalent).
   3. (Optional) enter a comment to explain the reason for the adjustment.
   4. Untick Apply Earnings Rules.
   5. Enter leave balance hours as the "reversed" amount for that employee according to the Leave Balances Report. (e.g. if they have a positive leave balance in Leave Hours column, enter the same number but in negative, and vice versa).
5. Check that all employees' Personal/Carer's Leave balances are at 0, by selecting Leave Balances next to the Actions button.
6. Finalise the pay run, but don't publish the pay slips.

Step 3: Create new Leave Allowance Templates

1. Navigate to Payroll Settings, then Leave Allowance Templates.
2. Hover your mouse over the existing Leave Allowance Template (such as Permanent Leave - No Loading), and select the Clone icon on the right-hand side.
3. Select the copied template, and change the name to distinguish it from other templates (for example, Permanent Leave - No Loading (10 PCL days)).
4. Disable Personal/Carer's Leave leave category in the Enabled Leave Categories Section.
5. Enable Personal/Carer's Leave (10 Days) leave category in the Enabled Leave Categories section.
6. Ensure units are 0 in the old Personal/Carer's Leave leave category.
7. Ensure that the Personal/Carer's Leave (10 Days) leave category is switched On.
8. Select Save.

Step 4: Update employee Leave Allowance Template settings

1. Navigate into the Employee's Pay Run Default.
2. Select the new Leave Allowance Template version that incorporates the 10 days of personal/carer's leave from the "Apply the following Leave Allowances Template" dropdown.
3. Click Save.

Step 5: Add the employees leave balances back in but in the converted days format.

1. Create a new ad-hoc pay run for each pay schedule (do not use the regular pay schedule for this!)
2. Set the pay period end date as your recent pay period date.
3. Tick Create pay run with empty pays.
4. For each employee, select the pencil icon next to their Personal/Carer's Leave accrued, and enter the converted leave amount in days.
5. (Optional) enter a comment to explain the reason for the adjustment.
6. Finalise the pay run, but don't publish the pay slips.

For more information, check out these resources:

• If the Awards feature is not enabled in your company
• If Awards is enabled in your company

Bonny