Available for the following plans: Employment Lite, Employment Plus
Available for the following Payroll plans: Standard, Premium, Core Payroll
Available for the following user access levels: Admin
You can cash out an employee's annual leave via the Payroll classicplatform in a pay run.
Do note that when cashing out annual leave, you are required to pay super contributions as normal. The platform will calculate this automatically.
More information on cashing out Annual Leave can be found here.
What you need to do
- Click the Business Menu.
- Click the Payroll Settings submenu.
- Under Pay Run Settings, click Pay Categories.
- Click Add.
- Name the pay category Leave Cash Out.
- Set the Units field to Fixed.
- Click Payment classification to open the menu and select the appropriate payment option.
See this article for further information regarding payment types.
This way when you include the pay category (Leave Cash Out) in the Pay Run, it will not adjust the normal hours that were worked by the employee cashing out.
Cashing out generally does not accrue leave, so setting Units to Fixed does not allow this pay category to accrue leave.
Important
If you pay leave loading, you will also need to create a separate or new Leave Cash Out - Leave Loading pay category. This is because you will be manually paying the loading, and you cannot use the "system" leave loading pay category.
Set it up the same way as explained above for Leave Cash Out.
- Click the Pay Runs menu.
- Click the regularly scheduled Pay Run.
- Find the employee who wants to cash out their leave.
- Click on their name to expand the Pay Run record.
- After selecting the employee, click Actions.
- Click Adjust Leave to create a Leave Adjustment line.
- Select Annual Leave as the leave category.
- In the Hours field, put a minus figure corresponding hours being cashed out. In the image below, we are cashing out 20 hours.
- Uncheck the Apply Earnings Rules box.
- Click Save.
- Click Actions.
- Select Add Lump Sum to create an earnings line.
- Select the Leave Cash Out pay category that was created in Step 1.
- Select Method A for the tax calculation.
- Insert the number of pay periods you want this payment to be spread over. This will adjust the PAYG accordingly.
Important
As leave accrues across the year, you can spread the PAYG tax across the year. Enter the number of pay periods that occur in one year for this employee.
- Put the number of hours you entered as a minus in the Leave Adjustment row in Step 4. This time, do not put a minus sign.
- Enter the employee's normal hourly pay rate.
- Click Save.
Important
You will be using the lump sum payment method to pay this leave to aggregate the tax across multiple pay periods. But this feature does not work if there are not any other "ordinary" earnings in the pay run.
See Further Information at the bottom of this article for more details on this.
- If you are paying Leave Loading, follow Steps 5 and 6 again.
- Choose Leave Cash Out - Leave Loading as the pay category.
- Enter an hourly pay rate that is 17.5% of the employee's normal hourly pay rate.
Further information
If there are no other ordinary earnings to be paid in the Pay Run, you may use Take Leave. Then:
- Pay the leave out in advance/cash out as you would any other leave.
- Manually work out the amount of tax that should be paid.
- Use the Adjust PAYG option from the Actions button to adjust the amount of PAYG to be deducted.
- Enter a negative adjustment to reduce the automatically calculated amount.
Explore related content
- Manage payment approvals and approver user access This feature lets you set up specific people with authority to approve payments for finalised Pay Runs.
- Manage leave requests This feature allows your managers or admins to approve or decline employee-submitted leave requests, with the ability to see the employees leave balance and any conflicting leave requests via the calendar display.