Making corrections to leave entries
If you missed recording some leave for an employee, we generally recommend simply recording this in the next pay run.
If the total amount you need to record as missed leave exceeds the value of the pay, you can always record it over a few pays instead. There’s a couple of reasons why we recommend this:
This allows the rate to be correctly calculated and paid for the leave.
This shows on the payslip for the employee.
This shows more clearly in your leave reporting.
Follow the instructions for adding leave to a pay run as normal and record the leave entry for the actual dates the employee took leave. You can record the leave by making an entry yourself, or if you have a leave request that you missed you can still apply this as normal (just ensure that on your leave requests view you include ‘overdue’ requests when viewing these).
In some cases, you may need to adjust an employee’s balance directly. You may need to do this if:
You need to credit back leave that was incorrectly recorded as taken.
You need to adjust the employee’s balances due to a change in work pattern or entitlement.
Adjust an employee’s leave balance
Select Employees in the left hand panel.
Select the employee that you need to make adjustments for.
Click the employee's Balance tab on the right.
Select the leave record that you need to adjust. For most leave types, you can make an adjustment either to the earned/accrued value or the taken value.
To make an adjustment to credit back leave recorded as taken in error, click the appropriate leave type’s taken record.
To make an adjustment to the entitlement that was added to the employee’s balance, click on the appropriate leave type’s accrued or entitled record as needed.
Once you have clicked on the leave record that you want to view, all of the transactions recorded for this type will appear on the bottom of your screen. This table shows you the period the leave was recorded in, the date of the leave, the hours taken, the balance once it was recorded and any description or note recorded against the leave.
Click on the pencil in the header of the leave transactions table to make an adjustment.
Select the type of adjustment you need to make. Typically you will select ‘Relative’ as the type of adjustment.
Relative means that the value you enter for the adjustment will be either added to or deducted from the total record. If you enter 5, 5 would be added to the record. If you enter -5, 5 will be deducted from the record.
Absolute means the value you enter here will adjust the total record to this new value. For example, if you were to enter ‘100’ as an absolute adjustment, no matter what the original record was the new value will be 100.
Enter the amount. Use a positive number to add to the record and a negative value to deduct. The type of leave you are adjusting is important. If you are adjusting the ‘taken’ record, using a positive value will increase the total amount of leave recorded as taken (therefore lowering the employee’s overall balance). If you are adjusting the ‘taken’ record and enter a negative value, the total amount of leave taken decreases, therefore increasing the employee’s overall balance.
Enter a description, then save.
Accrued and earned entitlements (values that have been added to the employee’s balance) show on the left, and taken values show on the right. The balances appear in the bottom right.
You cannot edit a balance directly - you must make an adjustment to either a taken record or an accrued/entitled record.