Available for the following Payroll plans: Standard, Premium
Available for the following user access levels: Manager, Admin
Organisations receive regular leave requests from employees for various reasons, from appointments to overseas trips. Managing these requests helps in resource planning, allowing you to identify staffing needs and availability.
The Leave Liabilities reporting feature provides reports on current and historical approved leave requests, including details like leave value, total hours, and loading value. You can export this data as an Excel file or a printable PDF.
Note
Only Tracked Leave categories will show in the leave liability report.
Getting Started
Visualising this data will help you start to understand how leave is being used in your company.
- Click the Reports menu.
- Click the Leave Liability button.
- Select from the following fields:
- As at date or pay run
- Leave type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - leave accrual location or employee default location
- Include approved leave (optional).
-
Click the Run Report button.
Warning
Currently, when the "as at date" is changed to a date in the past, the report will still show the current leave liability. Leave liability reports are primarily used for monitoring current leave liabilities and forecasting future ones. To track leave liabilities over time, you can run a current report, export it, and file it for future reference.
Helpful Hint
You will now see your leave liability report on your screen.
Maintain
By downloading the reports, you can view the data in Excel spreadsheets or as a PDF.
- Click the Reports menu.
- Click the Leave Liability button.
- Select from the following fields:
- As at date or pay run
- Leave type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - leave accrual location or employee default location
- Include approved leave (optional).
- Click the Run Report button.
- Click the Actions button.
- Click the Excel button.
- Click the Reports menu.
- Click the Leave Liability button.
- Select from the following fields:
- As at date or pay run
- Leave type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - leave accrual location or employee default location
- Include approved leave (optional).
- Click the Run Report button.
- Click the Actions button.
- Click the CSV button.
- Click the Reports menu.
- Click the Leave Liability button.
- Select from the following fields:
- As at date.
- Leave type.
- Employing entity.
- Group by.
- Employee default location.
- Include approved leave.
- Click the Run Report button.
- Click the Actions button.
- Click the PDF button.
Further information
Reconciling leave liability
To assist with reconciling leave liability movements, the following gives you a guide to undertake the process: Set up the provision for leave liabilities in my payroll journal.
The following reports are required :
-
A leave liability report for the prior period before the one being investigated
- Select the leave type you are investigating.
- This will give you the opening balances for the period being investigated.
-
A leave liability report for the period you are investigating
- Select the leave type you are investigating.
- This will give you the closing balances for the period being investigated.
-
A journal report where the difference is, i.e., for the pay period
- There will possibly be 3 journal entries:
- Leave Accrued.
- Leave Taken.
- Leave Adjustments.
- There will possibly be 3 journal entries:
-
A pay run audit report
- This will give you Leave Taken, Leave Adjustments and Leave Accrued for the period being investigated.
- Ensure the following are selected in both Summary details and Employee details columns:
- Leave accrued.
- Leave taken.
-
An employee details audit report
- Identifies any employees who have had a pay rate increase in the period
These steps will help you identify any issues.
Leave Liability Report vs Leave Balances Report
The Leave Balances Report reflects the actual leave available to an employee at a given date, which is based on the pay period end date.
The Leave Liability Report shows the amount of leave the employer is liable for at a given date, which is based on the pay run paid date. The leave liability report takes a "snapshot" of the leave loading setting when the pay run is processed, so this is all about the timing.
It's a subtle difference, but basically, the Leave Liability Report is saying that on a given date, a pay run is actually paid or not paid, so from a $ value point of view, the business isn't liable for that leave until the paid date is reached.
The Leave Balances Report however shows that the employee has accrued leave up to and including the period end date of a pay period, i.e. had they applied for leave at that point in time, they would have been able to take it.
Leave liabilities are any leave types that must be paid out to an employee upon termination. Examples include (but are not limited to):
- Annual leave;
- Time in Lieu/RDO;
- Long Service Leave (in specific cases - more detail provided further below).
The payroll system will treat a leave category as a liability, for Chart of Account purposes, where the leave category setting 'Exclude from termination payout' is unticked and if it is a tracked leave category.