How to Fix Family & Domestic Violence Leave Balance Data

In an unfortunate circumstance, system work that was performed in October 2020 inadvertently affected some employees' Family & Domestic Violence Leave (FDVL) balances. 

NB This issue specifically affects:

• any business whose FDVL leave category is marked as private (ie the "Hide balances from pay slips and in employee portal" setting); and

• any employee within that business whose leave year anniversary was between October and the fix release date and where the FDVL entitlement was processed in the pay run.

This situation has resulted from the balance of the prior year not being negated in the first pay run of the new leave year when the fresh leave accrual for the year ahead is generated. In turn, there are instances of employees having a higher FDVL balance than the leave cap allows.

If you believe employees have been affected, you can follow the steps below to rectify the issue.

Determining potential affected employees 

In order to determine if employees in the business have been affected, and furthermore, to specify which particular employees have incorrect FDVL balances, you can run the Leave balances report, and filter it using the 'Family and Domestic Violence Leave' leave category:

You'll then be able to view that report in the system, or download it to the following formats by clicking the 'Download' dropdown:

• CSV
• Excel
• PDF
• RosterLive

The 'Leave Balance' column of the report will allow you to easily identify which employees have more than the allowed cap (ie more than 38 hours or 5 days) for Family and Domestic Violence leave:

Adjusting Family & Domestic Violence Leave balances

1. Create a new pay run using an ad hoc pay run OR make your adjustment in the next scheduled pay run
2. Open the employee's pay run record by clicking on their name 
3. Select the "Action" button in the bottom right hand corner of the screen and then select "Adjust Leave":

1. Select the Family and Domestic Violence leave. Remember, this is a leave "adjustment" so a negative adjustment will "take" leave (meaning reduce the leave balance), whilst a positive adjustment will add to the leave balance. In the example shown below the intention is to reduce the FDVL leave so a negative adjustment using the '-' symbol in front of the hours has been used:
   
   
   
   
2. If the 'Apply earnings rules' box is ticked, the leave adjustment will create a line in the earnings of the employee indicating that FDVL leave has been adjusted, which in this case you do not want, because you just want the leave balance to be adjusted, not the related earnings. 
3. You can leave a note in the "Notes For This Pay run" section
4. The pay run can now be finalised (see example/scenario below for further clarification) and you can re-run the leave balances report to double check the leave balances. 

If you have any questions or feedback, please let us know via support@yourpayroll.com.au