Enable leave in days or weeks | HR Guide

How it works

As an organisation you may require employees to accrue and apply for leave in days or weeks per year instead of the HR platform default of hours per year. If this is the case, the payroll platform allows you to set your employees to accrue leave based on days, or weeks with the HR platform, then enabling your employees to submit their leave this way.

What you need to do

There are five steps that an administrator needs to complete, to enable leave to accrue-based calendar days or weeks. The procedure is the same for days and weeks. An administrator needs to complete these actions on both the Employment Hero HR and Payroll platforms. The five steps are:

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

EH Payroll KeyPay

Availability

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

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Step 1: Creating a leave category

Important

You will need to repeat the following steps for each leave category you require your employees to submit in days or weeks.

To begin with, you will need to create the leave categories you want your employees to take instead of hours. There is no limit to the amount of categories that you can create; this is because the platform allows you to assign categories per employee. These new categories can be in days or weeks.  The steps on how to undertake this are:

  1. Log into your Employment Hero Payroll platform.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Leave Category button.
  5. Click the Add button.
    Days__UK__1.jpg
  6. Select the Standard Days or Weeks Per Year option from the Standard Allowance drop-down.
  7. Complete the following fields:
    • Name.
    • External ID.
    • Leave loading.
    • Leave category type:
      • Standard.
      • Statutory sick leave.
      • Statutory maternity leave.
      • Statutory paternity leave.
      • Statutory parental bereavement leave.
    • Employee leave balance:
      • Tracked.
      • Not tracked.
    • Payment setup:
      • Basic.
      • Don't pay for the leave taken.
      • Report the earnings for the leave taken against another pay category.
      • Custom.
  8. Click the Save button.
    Days__UK__2.jpg
Step 2: Creating a leave allowance template

Warning

We recommend creating a new leave allowance template, as opposed to updating an existing one, as it allows you to keep accurate records of previously taken leave.

Important

We suggest you create a new leave allowance template, as opposed to updating an existing one, as there may be users who continue to accrue leave in hours per week.

Once you have created your leave categories, you will need to create your leave allowance templates. These allow you to group multiple leave categories together and set the rate at which each category accrues leave in days or weeks. There is no limit to the amount of templates that you can create; this is because the platform allows you to assign templates per employee. The steps on how to undertake this are:

  1. Log into your Employment Hero Payroll platform.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Leave Allowance Templates button.
  5. Click the Add button.
    Days__UK__3.jpg
  6. Complete the following fields:
    • Template name.
    • Leave year should start on.
  7. Select the required leave categories.
    Days__UK__4.jpg
  8. In the Leave Allowance section, use the override toggle switch to change the data if required.
  9. Click the Save button.
    Days__UK__5.jpg
Step 3: Importing the leave category

Warning

Inactive leave categories are still visible to administrators within the HR platform.

Since the HR platform is the source of truth for information such as company settings, payroll settings, and employee file data; it will require you to re-synchronise your platforms to import the new leave categories. The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the   Settings menu.
  3. Click the Leave Categories submenu.
  4. Click the Update From Payroll button.
    Leave_9.jpg

    Helpful Hint

    The Leave Categories page will now show a grey Updated button and means the HR platform has successfully imported your leave categories from your payroll platform.

    Leave_10.jpg
Step 4: Importing a leave allowance template

Since the HR platform is the source of truth for information such as company settings, payroll settings, and employee file data; it will require you to re-synchronise your platforms to import the new allowance templates. The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the   Settings menu.
  3. Click the Leave Allowance Template submenu.
  4. Click the Update From Payroll button.
    LAT_1.jpg

    Helpful Hint

    The Leave Allowance Template page will now show a grey Updated button and means the HR platform has successfully imported your leave allowance templates from your payroll platform.

    LAT_2.jpg
Step 5: Applying a leave allowance template

In order for you to apply the new leave allowance template to your employees, you will need to update their pay details. Once you have updated their details, the HR platform will automatically synchronise the changes with the payroll platform. The steps on how to undertake this are:

  1. Log into your Employment Hero HR platform.
  2. Click the   People menu.
  3. Click the Employees List submenu.
  4. Select the employee that needs a leave allowance template updated.
  5. Click the Pay Details tab.
  6. Click the Salary History tab.
  7. Click the Action button.
  8. Click the Edit button.
    Days__UK__8.jpg
  9. In the Leave Allowance field, select the required Leave Allowance Template option.
  10. Complete the Change Reason field.
  11. Click the Save button.
    Days__UK__9.jpg

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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