Leave Balance import from HR via payslip sync

This article applies to Australian clients who are HR+PY connected, meaning an Employment Hero HR platform is connected to Employment Hero Payroll classic. Clients who use Payroll only view leave balances inside the pay run and do not use this sync.

If your organisation has moved to the new HR and Payroll platforms, use the leave management article for the new platform instead. This article covers the classic platforms only.

Check these before you investigate a missing leave balance.

• Admin access. The person connecting needs Admin access in HR, plus Payroll credentials for an Admin User on Payroll classic.
• Connected platforms. Go to Settings > Add-ons, then select Connect for Employment Hero Payroll. Once connected, HR is the source of truth for employee data.
• Matching employee emails. The email on the payroll file must match the email on the HR file. Otherwise the import creates a duplicate employee file.
• Leave setup in Payroll. Leave categories and leave allowance templates are maintained in Payroll and synced to HR.

The HR and Payroll login emails must match.

A leave balance reaches HR with its payslip. It arrives through the daily automatic import or a manual import, and both routes end at the same HR balance.

1. The pay run is finalised in Payroll.
2. The payslip is published.
3. If the payslip meets the conditions in the next item, HR imports it in the daily check. Otherwise, an admin imports it manually.
4. The leave balance on the payslip updates the HR balance.

HR checks once a day for eligible payslips. A payslip imports automatically only when all three of these conditions are met:

• The pay run is finalised.
• The payslip is published.
• The paid date is within three days before or after the check date.

A payslip outside that window will not import automatically. An admin must import it manually, as described in Import a payslip manually below.

Payroll balances are dynamic. A payslip shows the balance at the time someone views it, not the balance when the payslip was generated. For example, an April payslip showing 15 days can show 1 day seven months later, as leave accrues or is taken.

HR holds a static snapshot recorded at import, and that snapshot does not change. Use the HR balance as the reference for a past pay run.

A CSV export of a finalised pay run does not include leave records, so it cannot be used to check leave balances.

The steps in this article apply to Employment Hero Payroll classic. The notes below apply only where the payroll platform is Xero, QuickBooks Online or MYOB.

• Xero: leave categories are updated manually in HR. Leave balance visibility for Xero-connected clients is set separately, in the guide ‘Customise leave balance visibility for Xero connected platforms’.
• QuickBooks Online: ‘Hide accruals from pay slips’ must stay unchecked for employees to see their leave balance in HR.
• MYOB Account Right Live: employees on a base hourly salary do not have leave deducted automatically. Their leave requests sync, but their hours are not deducted.

1. Go to Settings > Add-ons under General Settings.
2. Click Action, then click Update.
3. In the Payslips section, click Update From Payroll.
4. Select the payslip from the drop-down menu, then click Import.
5. Check that the Payslips section shows a green Updated button.

1. In Payroll classic, go to the Pay Run menu, open the finalised pay run, click the employee, then click Leave Balances. This shows the employee’s leave accruals within that pay run.
2. In HR, open the employee’s personnel file. Connected clients find leave balances there.

Likely cause: The payslip has not been imported yet, or one of the import conditions is not met.

What to do: Check the three conditions, then import the payslip manually.

Likely cause: The pay run is not finalised, or the payslip is not published.

What to do: Finalise and publish the pay run in Payroll, then try the import again.

Likely cause: An employee or leave record did not sync.

What to do: Go to Settings > Payroll Integrations Dashboard, fix the cause, select the record, then click Re-Sync.

Likely cause: Work types were deleted in Payroll.

What to do: Go to Settings > Work types, then click Update Payroll. Then re-sync from the Payroll Integrations dashboard.

Likely cause: The item no longer exists in Payroll.

What to do: Restore it in Payroll, then update from Payroll in HR.

Likely cause: Xero leave categories do not sync automatically.

What to do: Update leave categories manually.

Likely cause: Approved leave has not been processed in Xero.

What to do: Process the leave in a Xero pay run, then re-sync.