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Managing leave allowance templates | Payroll Web Platform

James Nixon
Updated
EH Content Team

Leave allowance templates enable you to create a pre-defined set of leave categories. The defined group then, can have their own accrual rates, which you can then apply to new and existing employees. It will reduce your administrative time spent managing leave categories and accrual rates, as you can change the template and then update all employee records in bulk as opposed to updating each employee record individually. 

The Leave Allowance Templates feature allows you to 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

If you are a HR+PY connected client, from October 2023, you will be notified about our new integrated feature where HR will be your source of truth for all Leave settings.

Important

Any changes made to your leave allowance templates will need syncing over to your HR platform. To read further details on how to undertake this, refer to the following article.

Availability

Payroll Plan:   Standard   Premium

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. 
  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 your HR platform.

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

Author recommended

So you have now learnt how to set up your leave allowance templates and you would like to know what to do next. There are two recommendations I would make on this front and they are:

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