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Adjust time off within a pay run on Payroll

Available for the following Payroll plans: Standard, Premium

As a manager of an organization, there may be times when you need to adjust an employee's accrued time off balance to keep an accurate record of their time off entitlements.

As covered in this article, you can use the Payroll platform's time off Adjustment feature (part of the Pay Run module) to change your employees' accrued time off values.

Important

Always verify the status of the relevant pay run before attempting time off adjustments.

There are two conditions for time off adjustments to work effectively:

  1. time off adjustments can only be made after your next pay run.
  2. The pay run status needs to be locked before any adjustments can be made.

Getting started

Add an employee time off adjustment line
  1. Log in to your Employment Hero Payroll platform.
  2. Click the Pay Run menu.
  3. Click the required pay run.
  4. Click the required employee name. 
  5. Click the Actions button.
  6. Click the Adjust Time Off button.
  7. Complete the following fields and other elements:
    • Select time off type
    • Notes
    • The Apply Earnings Rules checkbox

      Note: If you wish to adjust – either by increasing or decreasing – only the time off balance and not the employee's earnings, you will need to untick this Apply Earnings Rules checkbox. (For times when you will need to tick this Apply Earnings Rules checkbox, read the Important callout box below.)

       
    • Hours

       

    Important

    There may be times when you need to correct the applied time off taken (for example, if vacation time was accidentally taken rather than personal carer's time off).

    If this occurs, tick the Apply Earnings Rules checkbox and enter the positive amount for the incorrect time off type. Then apply a negative amount for the correct time off type.

    This will offset previous time off taken, earnings figures, and correct both the income type and balance. The resultant time off Adjustment will also create an earnings line for the employee, effectively showing that adjustments were made to their time off.

     

  8. Click the Save button.

Removing data

Delete an employee time off adjustment line
  1. Log in to your Employment Hero Payroll platform.
  2. Click the Pay Run menu.
  3. Click the required pay run.
  4. Click the required employee name. 
  5. Click the Delete button.
  6. Click the Delete button.

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