Use this article if you forgot to record a public holiday in the pay period it occurred. This guide covers two scenarios: when an employee worked on the public holiday, and when they didn't work but were entitled to be paid.
Employee worked on the public holiday
When an employee works on a public holiday, they're entitled to:
Time and a half: Their normal hourly rate plus an additional half-rate payment
An alternative public holiday: If the public holiday fell on a day they would normally work
If you didn't record the public holiday at the time, they will have received their normal rate but not the additional half-rate payment (the half of the time and a half). They also won't have an alternative holiday added to their leave balance.
Step 1: Check the hours worked
Select the History icon from the main menu.
Select the month containing the public holiday.
At the top of the page, directly below the month name, select the pay period that includes the public holiday date.
Go to the Timesheets tab and note the hours your employee worked on that day.
Step 2: Calculate and add the half-rate payment
Calculate the half-rate payment: multiply the hours worked by the employee's hourly rate, then divide by two.
Go to Run a Pay.
Select the employee's name on their pay card.
Go to the Payments tab and select the + button to add a new payment.
Select Fixed amount as the payment type.
Enter a title describing the payment (for example, "Half-rate payment for Boxing Day worked").
Set Payment is taxable to Yes.
Set Frequency to One-off.
Enter the calculated amount.
Select OK to close the payment details.
Select OK again to confirm and return to the pay card.
Step 3: Add the alternative holiday (if applicable)
Add an alternative holiday only if the public holiday fell on a day the employee would normally have worked.
Select the Employees icon from the main menu.
Select the employee from the list.
Go to their Balances tab.
In the Accrued column (middle column), select Alternate Leave.
Scroll down to Period Transactions – Alternative Holiday Gained and select the edit pencil icon on the right.
In the adjustment screen, set Type to Relative (this adds to the existing balance rather than replacing it).
Enter the number of hours the employee would normally have worked on that day.
In the Description field, explain why you're adding this leave (for example, "Alternative day for Boxing Day worked").
Select OK.
Employee didn't work but was entitled to payment
If your employee didn't work on the public holiday but would normally have worked that day, they're entitled to be paid for it.
Even if you recorded normal time or pay for them for the day, you should record the public holiday as taken to ensure your records are clear and accurate about the entitlements the employee has received.
Go to Run a Pay and open the current pay run.
On the employee's pay card, select the Leave icon (calendar symbol, top-right corner).
Select the + button above the Actions column to add a new leave entry.
From the leave type dropdown, select Public Holiday taken.
Tick the box Leave is outside the range of the current pay period. This opens the calendar so you can select a past date.
Use the arrows to navigate to the correct month, then select the public holiday date.
The hours and rate will default to the employee's average or standard hours and current rate. Adjust if needed.
Select OK.
Select Save.
Troubleshooting
I can't find the pay period in History Check you've selected the correct month. The pay period appears at the top of the page, directly below the month heading. If the public holiday fell near the end of a month, it may be in a pay period that spans two months.
The employee's hourly rate has changed since the public holiday Use the rate that applied at the time of the public holiday, not their current rate. You can find their historical rate in the pay period records under History.
I'm not sure if the employee is entitled to an alternative holiday An employee is entitled to an alternative holiday only if the public holiday falls on a day they would otherwise have worked.