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How do I manage leave allowance templates?

Updated

Available for the following Payroll Classic Plan: Core Payroll, 
Available for the following user access levels: Admin

Leave allowance templates enable you to create a pre-defined set of leave categories that have their own accrual rates, which you can then apply to new and existing employees. You can create a new leave allowance template, specify what leave categories to enable, and override the default leave accrual setup if it needs changing. You can also use this feature to edit any information if it changes, view the employees assigned to each template, and delete a record if it is no longer required.

Important

Any changes made to your leave allowance templates will need syncing over to Employment Hero. To read further details on how to undertake this, refer to the following article. To stop a leave category showing as an accrual, then the rate of accrual needs to be set as zero, otherwise the leave category will keep on accruing.

If you are an Employment Hero and Payroll classic connected client, from October 2023, you will be notified about our new integrated feature where Employment Hero will be your source of truth for all leave settings.

Getting started

Add a leave allowance template
  1. Click the Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Leave Allowance Templates button.
  4. Click the Add button.
     
  5. Complete the following fields:
    • Template name.
    • Leave year should start on.
  6. Select the leave categories that need enabling.
     
  7. In the Leave Allowance section, select Override to determine if an allowance can be overridden or not. If this is un-ticked, the fields will be blocked and cannot be changed. If you select the override option, then you can change the original settings and rate of accrual from the original set-up of the leave category.
  8. Complete the following tier settings:
    • Tier one accruals for this leave category start x months after employee's start date.
    • Amount Accrued x hours Monthly on the following date xx/xx/xxxx 
    • Advanced.
    • Carry over amount.
    • Carry over date.

  9. Click the Save button.

     

    Helpful Hint

    The Tier Setting feature allows you to move employees to a new leave allowance in line with seniority‌ without having to change their leave category or create a new one in line in Employment Hero.

Daily activities

View assigned employees
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Leave Allowance Template button.

  4. Click the Employees button.
    allowance_templates_uk_4.jpg

     

    Helpful Hint

    You will now see the list of employees assigned to this template displayed on your screen.

    allowances_5.jpg 

Editing data

Edit a leave allowance template
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Leave Allowance Template button.
  4. Click on the leave allowance template that needs editing.
    allowance_templates_uk_6.jpg 
  5. Edit the following fields if needed:
    • Template name.
    • Leave year should start on.
  6. Select the leave categories that need enabling.
    allowance_templates_uk_2.jpg 
  7. In the Leave Allowance section, selecting the Override option will determine if you override an allowance or not. If you leave this un-ticked, we will block you from changing these fields. LEAVE
  8. Edit any tier settings that need changing. LEAVE
  9. Click the Save button.
  10. Click the Ok button.
    allowances_8.jpg 

Data management

Clone a leave allowance template
  1. Click the Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Leave Allowance Template button.
  4. Click the Clone button.
     
  5. Edit the following fields if needed:
    • Template name.
    • Leave year should start on.
  6. Select the leave categories that need enabling.
     
  7. In the Leave Allowance section, selecting the Override option will determine if you override an allowance or not. If you leave this un-ticked, we will block you from changing these fields.
  8. Edit any further options that require it, such as tiers. 
  9. Click the Save button.
     

Removing data

Delete a leave allowance template
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Leave Allowance Template button.
  4. Click the Delete button.
    delete_button.jpg 
  5. Confirm Delete.
    delete_button__2_.jpg 

Troubleshooting

Troubleshoot custom leave type issues
Question Troubleshooting Steps
I have created a leave type, but employees cannot see it.
  • Ensure that the correct employee group has been enabled for the custom leave work type. Click here for more info.
  • Within the leave template, ensure that Hide accruals from pay slips, Hide balances from pay slips and in employee portal, and Hide leave category name from employee view are unchecked.
How do I create a special leave type, such as birthday leave, so that it is only applicable to one day a year?
  • Under Standard allowance, change the value to 1, and select Days per year in the following drop-down menu.
I've created a new leave allowance template, but I cannot see it to apply to my employees.
  • Check to see if the leave type was created successfully within the leave allowances tab.
I have created a leave, but it isn't accruing as expected in the payrun.
  • Edit the leave within the leave allowance tab and check to see if the accrual has been set up correctly. Remember to hit Save to push these changes through.

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