The payroll platform has the ability to predict what leave is / could be available when an employee applies for leave for dates in the future. There are a couple of configurations that need to be in place for the leave predictions to work effectively.
- Firstly for public holidays to be taken into consideration for leave estimates, the employee's primary location (or one of its parents) must have a State assigned. The system will provide an up to date set of State and Federal public holidays in each business, automatically, but you can manually add Public Holidays such as local/regional and company authorised (e.g. picnic days) public holidays if you need. This link should assist you with locations; Locations
- Within the employee's Pay Run Defaults if the hours "normally" worked for Part Time and Casual employees, are not equal to the Full Time standard weekly hours (i.e. full time standard weekly hours = 5 x business days where standard hours per day = 7.6. Therefore, Full Time is classified as 38 hours per week), we will not estimate leave unless the duration is greater than 1 week.
- We estimate based on assumption of work from Mon-Fri (Sat and Sun are not included in the hours estimate) and taking into account public holidays
- If time sheets are used, or the employee works varying hours per week and the employee does accrue leave, simply just record average hours in the "hours normally worked" field. If no hours are recorded there, then predictive leave will not work.
This is a screenshot of the employee's pay run default screen where the "normally" works hours are recorded;
Please note if an employee has not been included in a pay run recently, or has not been paid regularly (therefore not accruing leave regularly), the predictive leave calculation will not work, because if we can't accurately predict earnings we can't accurately predict leave accruals.
NB. Recently is defined as not more than 7 days after what would be the employee's next pay period after their last pay - eg.
- Mary's last pay was pay period ending 22/12/20
- her weekly pay schedule says, her "next" pay should be period ending 29/12/20
- this pay run has not been created or if it has, Mary was not included
- Mary is submitting an annual leave request today (14/1/21) for period 1-15/3/21
The system will not attempt to estimate how much leave Mary will have as at 1/3/21 because today (14/1/21) is more than 7 days after her next scheduled pay period 29/12/20 - so she is not deemed to have been paid recently or regularly.