To convert your employees' leave balances from hours to days, you need to undertake an audit of your employees' personal/carer's leave balances.

The steps on how to undertake this are:

1. Log into Employment Hero Payroll classic.
2. Click the Reports menu.
3. Click the Leave Balances button.
   
4. Complete the following fields:
   • As at field.

   Important

   Enter the date of your last play run into this field.

   • Group by.
   • Employee default location.
   • Leave type.
   • Employing entity.
5. Click the Excel button.
   

To transition your employees from accruing based on hours worked to accruing based on calendar days, you will need to zero out their current personal/carer's leave balances. The steps on how to undertake this are:

1. Click the Pay Run menu.
2. Click the New Pay Run button.
   
3. In the Pay schedule field, select the Ad hoc option.
4. Set the pay period ending date to one day after your last pay period ending date.
   
   

   Helpful Hint

   If your last pay run had a period end date of 2/1/20, the period end date for this adhoc pay run should be 3/1/20.

5. Complete the Date Pay Run will be Paid drop-down.
6. Select the Create Pay Run with Empty Pays tick box.
7. Click the Create button.
   
   
   

   Important

   To read further information on how to add an employee to a pay run, refer to the following article.

8. Click on the employee's name who needs their leave zeroed out.
   
9. Click the Actions button.
10. Click the Adjust Leave button.
    
11. In the Select Leave Category field, select the Personal/Careers Leave option.
12. In the Hours field, enter the employee leave balance. 
13. Click the Save button.
    
    

    Important

    Repeat the steps 8 to 13 for each employee you have added to the pay run.

    
14. Click the Finalise button.
    
    

    Important

    Before finalising the pay run, you can check you have successfully zeroed your employee leave balances by clicking the Leave Balances button. To read further details on this feature refer to the following article.

    
15. Complete the Date Paid drop-down.
16. Select the Create Pay Event Manually at a Later Date tick box.
17. Select the Do Not Make Pay Slips Available until the “Publish pay slips” Button is Clicked tick box.
18. Click the Finalise button.
    
    

    Important

    Make sure you do not publish these pay slips for this pay run, as this is merely a leave adjustment. The employees leave balance on the HR platform will update automatically to the latest leave balance once you process their next payment on the payroll platform.

    Should you wish to publish the payslip so you capture the leave adjustment immediately, remember to advise your employees that this payslip is not payment of wages, and would only include the information on the leave adjustments made nothing further.

    

To transition your employees from accruing based on hours worked to accruing based on calendar days, you will need to update your employee award classification. Which will enable the new personal career's leave allowance category and template. The steps on how to undertake this are:

1. Log into Employment Hero Payroll classic.
2. Click the Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the Manage Awards button.
5. Click the Actions button.
6. Click the Apply Updates button.
   
7. Select Yes or No to the following questions:
   • Update rules sets.

   Warning

   If you have changed the rule set period from the system default, updating an award will reset the rule set period back to the system default.

   Helpful Hint

   Select yes to this question, if you would like all the default rule sets assigned to this award updated. 

   • Preserve custom rule sets.

   Warning

   Select yes to this question if you want your custom rule sets preserved, if you do not select yes, then the payroll platform will erase your custom rule set data.

   • Preserve disabled rules.

   Warning

   Select yes to this question if you want your disabled rules preserved, if you do not select yes, then the payroll platform will enable the rule sets you had disabled.

   • Update pay rates.

   Helpful Hint

   Select yes to this question, if you want the system to update the pay rates for all employees linked to a pay rate template for this specific award. The system will only update rates that have changed. If you have overridden the rate for an employee linked to the award, these rates will not change, and the system will display a message if this is the case.

   • Re-apply leave allowance templates to linked employees.

   Helpful Hint

   Select yes to this question if you want any leave allowance templates updated as part of this award update.

8. Click the Install button.
   
9. Click the Accept button.
   
   
   

   Helpful Hint

   Once the payroll platform has installed the chosen award and classification, you will see a confirmation screen displayed.

   

1. Log into Employment Hero.
2. Click the Payroll Settings menu.
3. Click the Classifications submenu.
4. Click the Update From Payroll button.
   

To complete the transition of your employees from accruing based on hours worked to accruing based on calendar days, you will need to reapply their current personal/carer's leave balances. The steps on how to undertake this are:

1. Click the Pay Run menu.
2. Click the New Pay Run button.
   
3. In the Pay schedule field, select the Ad hoc option. 
4. Set the pay period ending date to one day after your last pay period ending date.
   
   

   Helpful Hint

   If your last pay run had a period end date of 2/1/20, the period end date for this adhoc pay run should be 3/1/20.

5. Complete the Date Pay Run will be Paid drop-down.
6. Select the Create Pay Run with Empty Pays tick box.
7. Click the Create button.
   
   
   

   Important

   To read further information on how to add an employee to a pay run, refer to the following article.

8. Click on the employee's name who needs their leave added back in days.
   
9. Click the Actions button.
10. Click the Accrue Leave button.
    
11. In the Select Leave Category field, select the Personal/Careers Leave (10 Days) option.
12. In the Days field, enter the employee leave balance. 
13. Click the Save button.
    
    

    Important

    Repeat steps 8 to 13 for each employee you have added to the pay run.

    
14. Click the Finalise button.
    
    

    Important

    Before finalising the pay run, you can check you have successfully reapplied your employee's leave balances by clicking the Leave Balances button. To read further details on this feature refer to the following article.

    
15. Complete the Date Paid drop-down.
16. Select the Create Pay Event Manually at a Later Date tick box.
17. Select the Do Not Make Pay Slips Available until the “Publish pay slips” Button is Clicked tick box.
18. Click the Finalise button.
    
    

    Important

    Make sure you do not publish these pay slips for this pay run, as this is merely a leave adjustment. The employees leave balance on the HR platform will update automatically to the latest leave balance once you process their next payment on the payroll platform.

    Should you wish to publish the payslip so you capture the leave adjustment immediately, remember to advise your employees that this payslip is not payment of wages, and would only include the information on the leave adjustments made nothing further.