If your subscription plan does not allow for automation of Time in Lieu (TIL) or Rostered Day Off (RDO) conditions, you are still able to set the system up to manage this.
There are 2 scenarios for entering RDO/TIL. The first is via the earnings lines in a pay run and the second is through the use of timesheets.
Entering RDO/TIL via a Pay Run
To enter RDO/TIL via a pay run you need to set up both a 'RDO/TIL Taken' Leave Category, as well as a Pay Category (so that leave can be both taken and accrued):
Accrue RDO/TIL
If an employee is owed RDO/TIL, this can be done via the 'Accrue leave' function in a pay run. Specifically, click on the employee in the pay run (to expand their details), then click on Actions > Accrue Leave button.
Then complete the following steps:
- Select the leave category from the drop down list in the Leave Accrued section;
- Enter a comment (voluntary) to record the reason for the accrual;
- Enter the number of hours to be added to the employee's leave balance;
- Click on 'Save'.
Take RDO/TIL
There are 3 ways of recording leave taken in a pay run:
- Importing leave timesheets into the pay run: Instructions on how to create RDO/TIL timesheets can be found here. When you create the pay run, you will be given the option of importing approved timesheets in the pay run.
- Applying leave requests submitted by employees: If employees have submitted leave requests for date ranges reflected within or prior to the pay run dates, this will appear in the Leave Request tab within the pay run. Clicking on "Apply", then "Apply Leave" will add the earnings line for the leave component and also deduct the hours from the employee's leave balance.
- Manually taking leave: If leave requests are not being submitted via the payroll platform, you can still process the leave directly in the pay run. Click on the employee record in the pay run (to expand their details), then click on 'Actions' > 'Take Leave'. Select the leave category from the drop down list in the Leave Taken section > Enter a comment (voluntary) to record the dates the leave was taken > Enter the number of hours taken > Click on "Save". This action will record the earnings lines so the employee is paid for the leave and also deduct the hours from the employee's leave balance.