Managing leave categories via the HR platform for HR only organisations

Leave categories allow your employees to submit time off against a pre-defined criteria. They help you track what type of leave your employees are taking and the balance they have accrued. This lets your organisation manage and report on employee leave within your business. You can use the feature to create leave categories, the policies used to accrue leave, and the employees they apply to. You can also edit a rule or category and delete a record that is no longer needed.

Warning

NZ HR-only organisations can enter leave balances in the HR platform but will have to manage the accrual of leave outside the platform and then update the balances to include accrual either on the employee's entitlement/anniversary or if they choose to show accruals each pay run. This is due to the HR-only platform Leave Settings Edit Rule options only allowing for leave to be accrued on a specific date for everyone each year:

Important

The article is for organisations that use the HR platform as a standalone. If you are a HR and payroll connected org, please refer to this article: Managing leave categories via the HR platform | HR & Payroll connected orgs

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.

Getting started

Add a leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Add Leave Category button.
    screenshot of the leave settings page, with a highlight on the add leave category button
  4. Complete the following fields:
    • Leave Category Name.
    • Leave Balance Tracking.
    • Unit Type.
  5. Click the Save button.
    screenshot of the add leave category modal, with a highlight on the save button
  6. To add a leave rule, complete the following fields:
    • Leave Rule Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  7. Click the Save button.
    screenshot of the add leave rule screen, with a highlight on the save button
  8. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  9. Click the Save button.
    screenshot of the modal where you assign the leave category, with a highlight on the save button
Add a leave rule to an existing leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button.
  4. Click the Add Rule button.
    screenshot of the leave settings page, highlighting the dots and add rule buttons for one category
  5. Complete the following fields:
    • Leave Rule Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  6. Click the Save button.
    screenshot of the add new leave rule screen, with a highlight on the save button
  7. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  8. Click the Save button.
    screenshot of the modal where you can assign leave, with a highlight on the save button
Add a pro-rata leave balance
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button.
  4. Click the Edit button for the leave category you need.
    screenshot of the leave settings screen, highlighting the actions and edit buttons for a category
  5. Tick the Pro Rata for Part Time/Casual Employees checkbox.
  6. Click the Save button.
    screenshot of the edit leave rule screen, with a highlight on the pro rata checkbox and save button
  7. Click the Confirm button.
    screenshot of the edit confirmation pop up, with a highlight on the confirm button
Enable a disabled leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button for the leave category you want to enable.
  4. Click the Enable button.
    screenshot of the leave settings page, highlighting the three dots and enable buttons for a category
  5. Click the Enable button.
    screenshot of the confirmation pop up to enable the category, with a highlight on the enable button

Daily activities

Assign employees to a leave rule
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button.
  4. Click the Assign button.
    screenshot of the leave settings screen, highlighting the actions and assign buttons for a category
  5. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  6. Click the Save button.
    screenshot of the modal where you assign the leave category, with a highlight on the save button

Editing data

Edit a leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button.
  4. Click the Edit button.
    screenshot of the leave settings page, highlighting the three dots and edit buttons for one category
  5. Make the required changes.
  6. Click the Save button.
    screenshot of the modal where you can edit a leave category, highlighting the save button
Edit a leave rule
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button for the leave category you want to edit the rule of.
  4. Click the Edit button.
    screenshot of the leave settings screen, highlighting the actions and edit buttons for a category
  5. Make the required changes.
  6. Click the Save button.
    screenshot of the edit leave rule screen, with a highlight on the save button
  7. Click the Confirm button.
    screenshot of the edit confirmation pop up, with a highlight on the confirm button

Removing data

Disable a leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button for the leave category you want to enable.
  4. Click the Disable button.
    screenshot of the leave settings page, highlighting the dots and disable buttons for one category
  5. Click the Disable button.
    screenshot of the pop up to disable the category, with a highlight on the disable button
Delete a leave category
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button.
  4. Click the Delete button.
    screenshot of the leave settings page, highlighting the dots and delete button for a category
  5. Click the Delete button in the pop-up.
    screenshot of the delete confirmation pop up, with a highlight on the delete button
Delete a leave rule
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button for the leave rule you want to delete.
  4. Click the Delete button.
    screenshot of the leave settings screen, highlighting the actions and delete buttons for a category
  5. Click the Delete button in the pop-up.
    screenshot of the delete confirmation pop up, with a highlight on the delete button

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