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How do I manage time off allowance templates?

Updated

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

Time off allowance templates enable you to create a pre-defined set of time off categories that have their own accrual rates, which you can then apply to new and existing employees. You can create a new time off allowance template, specify what time off categories to enable, and override the default time off 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 time off 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 time off category showing as an accrual, then the rate of accrual needs to be set as zero, otherwise the time off 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 time off settings.

Getting started

Add a time off allowance template
  1. Click the Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Time off Allowance Templates button.
  4. Click the Add button.
    Screenshot of Leave Allowance Templates list in Kidows Training account showing four templates: Salaried Staff (3 employees), Part Time Staff Weekdays, Part Time Staff Weekends, and Salaried Staff Days (1 employee), with Add button highlighted in green 
  5. Complete the following fields:
    • Template name.
    • Time off year should start on.
  6. Select the time off categories that need enabling.
    Screenshot of Leave Allowance Template Enabled Leave Categories showing all leave types toggled off with red X indicators including statutory sick, maternity, paternity, annual leave, training, mental health leave, and statutory pay categories, all outlined in red 
  7. In the Time off 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 time off category.
  8. Complete the following tier settings:
    • Tier one accruals for this time off 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.
    Screenshot of Leave Allowance Template settings showing Statutory Shared Parental Pay, Statutory Sick Pay, Statutory Bereavement Pay, and Statutory Bereavement Pay Non Pensionable each with Unit type Hours and Override toggle off, plus Save and Cancel buttons
     

    Helpful Hint

    The Tier Setting feature allows you to move employees to a new time off allowance in line with seniority‌ without having to change their time off 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 Time off 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 time off allowance template
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Time off Allowance Template button.
  4. Click on the time off allowance template that needs editing.
    allowance_templates_uk_6.jpg 
  5. Edit the following fields if needed:
    • Template name.
    • Time off year should start on.
  6. Select the time off categories that need enabling.
    allowance_templates_uk_2.jpg 
  7. In the Time off 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 time off allowance template
  1. Click the Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Conditions, click the Time off Allowance Template button.
  4. Click the Clone button.
    Screenshot of Leave Allowance Templates list showing four templates with copy and delete action icons highlighted in red beside the Salaried Staff row 
  5. Edit the following fields if needed:
    • Template name.
    • Time off year should start on.
  6. Select the time off categories that need enabling.
    Screenshot of Leave Allowance Template Enabled Leave Categories showing statutory leave types (Sick, Maternity, Paternity, Parental Bereavement, Adoption, Annual Leave, Sick Leave, Training, Mental Health Leave) toggled on in blue and Annual Leave Days/Weeks, Holiday, and statutory pay types toggled off in red 
  7. In the Time off 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.
    Screenshot of Leave Allowance Template settings showing Statutory Shared Parental Pay, Statutory Sick Pay, Statutory Bereavement Pay, and Statutory Bereavement Pay Non Pensionable each with Unit type Hours and Override toggle enabled (blue checkmark), and Save and Cancel buttons 

Removing data

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

Troubleshooting

Troubleshoot custom time off type issues
Question Troubleshooting Steps
I have created a time off type, but employees cannot see it.
  • Ensure that the correct employee group has been enabled for the custom time off work type. Click here for more info.
  • Within the time off template, ensure that Hide accruals from pay slips, Hide balances from pay slips and in employee portal, and Hide time off category name from employee view are unchecked.
How do I create a special time off type, such as birthday time off, 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 time off allowance template, but I cannot see it to apply to my employees.
  • Check to see if the time off type was created successfully within the time off allowances tab.
I have created a time off, but it isn't accruing as expected in the payrun.
  • Edit the time off within the time off 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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