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  4. Payroll Settings
  5. Payroll Setup

Manage my organisations leave categories | HR Web Platform

Jimmy
Updated

Overview

Leave categories are the means through which your employees can submit time off against a pre-defined category. These pre-defined categories allow you to track what type of leave your employees are taking and the balance they have accrued, giving your organisation the means to manage and report on employee leave within your business.

If you connect Employment Hero to a payroll platform, this feature allows you to synchronise the leave categories created on your payroll platform and make them selectable within the HR platform. Employment Hero will then have the latest payroll configuration data and your employee records on Employment Hero will have the correct information.

If you did not connect Employment Hero to a payroll platform, then you can use this feature to create your organisation's leave categories, the rules used to accrue leave, and the users who this setup applies to within your business. You can also use this feature to edit a rule or category if it needs updating and delete a record if it is no longer required.

HR Best Practise

The Update from Payroll button allows you to import and update new leave categories and is important when you change the naming convention of a leave category. For example, you may introduce a Wellbeing Day to your employees as part of your Benefits and Wellness program. Please also make sure you are regularly communicating with your payroll admin, as they may update the leave categories on your payroll platform without your knowledge.

Getting started

HR Only

Availability

HR Plan:   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Add a leave category
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   Add Leave Category button.
    Settings__UK_HRO__1.jpg
  4. Complete the following fields:
    • Leave Category Name.
    • Leave Balance Tracking:
      • Track balance accruals and leave taken.
      • Only track leave taken.
    • Unit Type:
      • Hours.
      • Days.
  5. Click the Save button.
    Settings__UK_HRO__2.jpg
  6. Complete the following fields:
    • Leave rule name.
    • Accrual details:
      • Accrual Starts:
        • Months.
        • Years.
      • Amount Accrued:
        • Yearly.
        • Monthly.
    Settings__UK_HRO__3.jpg
    • Carry over Amount:
      • None.
      • Unlimited.
      • Up to.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave balance for new employees:
      • Do not apply leave balances to employees on assignment.
      • Apply full balance amount on employee assignment.
      • Apply full balance amount on employee assignment.
  7. Click the Save button.
    Settings__UK_HRO__4.jpg
  8. Select the employees that need assigning to this rule.
  9. Click the Save button.
    Settings__UK_HRO__5.jpg
Add a leave category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   button.
  4. Click the   Add Rule button.
    Settings__UK_HRO__6.jpg
  5. Complete the following fields:
    • Leave Category Name.
    • Leave Balance Tracking:
      • Track balance accruals and leave taken.
      • Only track leave taken.
    • Unit Type:
      • Hours.
      • Days.
    Settings__UK_HRO__7.jpg
    • Carry over Amount:
      • None.
      • Unlimited.
      • Up to.
    • Carry Over Date.
    • Pro rata for Part Time/Casual Employees.
    • Leave balance for new employees:
      • Do not apply leave balances to employees on assignment.
      • Apply full balance amount on employee assignment.
  6. Click the Save button.
    Settings__UK_HRO__4.jpg
  7. Select the employees that need assigning to this rule.
  8. Click the Save button.
    Settings__UK_HRO__9.jpg
Add a pro-rata leave balance
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the Actions   tab.
  4. Click the   Edit button.
    Settings__UK_HRO__12.jpg
  5. Tick the Pro rata accrual based on employee's hours check box.
  6. Click the Save button. Screenshot of leave settings, highlighting where you have to tick the pro rata accrual based on employees hours box to display a pro rata leave accrual balance
Re-assign a leave category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the Actions   tab.
  4. Click the   Assign button.
    Settings__UK_HRO__10.jpg
  5. Select the employees that need assigning to this rule.
  6. Click the Save button.
    Settings__UK_HRO__11.jpg

Maintain

  Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.

HR Only EH Payroll KeyPay Xero

Availability

HR Plan:   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Disable a leave category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   button.
  4. Click the   Disable button.
    Settings__UK_HRO__20.jpg
  5. Click the Disable button.
    Settings__UK_HRO__21.jpg
Enable a leave a category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   button.
  4. Click the   Enable button.
    Settings__UK_HRO__22.jpg
  5. Click the Enable button.
    Settings__UK_HRO__23.jpg
Edit a leave category
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   button.
  4. Click the   Edit button.
    Settings__UK_HRO__12.jpg
  5. Make the required changes and click the Save button.
    Settings__UK_HRO__13.jpg
Edit a leave category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the Actions   button.
  4. Click the   Edit button.
    Settings__UK_HRO__14.jpg
  5. Make the required changes and click the Save button.
    Settings__UK_HRO__4.jpg
Delete a leave category
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the   button.
  4. Click the   Delete button.
    Settings__UK_HRO__16.jpg
  5. Click the Delete button.
    Settings__UK_HRO__17.jpg
Delete a leave category rule
  1. Click the   Settings menu.
  2. Click the Leave Settings submenu.
  3. Click the Actions   button.
  4. Click the   Delete button.
    Settings__UK_HRO__18jpg.jpg
  5. Click the Delete button.
    Settings__UK_HRO__19.jpg

Further information

  Select the payroll platform you integrated with for the relevant instructions.

EH Payroll KeyPay Xero

Availability

HR Plan:   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium
User Access:
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Ongoing synchronisation with the payroll platform

Once you have connected your payroll and HR platforms, the HR platform becomes the source of truth for your company settings, payroll settings, and employee file data. To read further details on how to manage leave categories on your payroll platform, refer to the following article.

When you first connect the two platforms, the HR platform will pull the data from the payroll platform into the HR platform, such as your leave category data. Any additional changes to leave categories after this initial integration, requires you to update your pay schedule data manually.

Why does the leave category show as disabled?

The HR platform will show a leave category as disabled, if the data no longer exists on your payroll platform. You can not delete disabled pay categories if you have used them previously in the HR platform.

The reason for this is platform data accountability and to make sure that when you use the Audit Trail feature, we display the correct logs of what changes occurred within your platform.

Author recommended

So you have now updated your organisations leave categories and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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