Forum Discussion

CareShare's avatar
CareShare
Contributing User
4 years ago

Adjusting Accrued AL:LSL & Personal Leave When Working Hours Have changed

Hello Community,

 

As a result of the business downturn during COVID - one of my salaried staff have had their hours reduced from FT 38 hrs per week to 25.3 hrs per week.  When I tried changing the leave accrual hours in the Entitlements area to reduce accruing hours p/period the other F/T salaried staff members hours also changed.

 

I have since found out that I need to create new Entitlement Categories specifically for the part-time employee because both salaried employees are linked in the original one.

 

Of course, the accrued leave hours in the employee with less weekly hours card shows all types of leave as being accrued under the old entitlement category.

 

My question is:  How do I do a manual journal to deduct the accrued hours in the original category while adding the correct accrued hours (as the hours accrued up until now have been more than what should have been accruing) in the new entitlement categories.

 

EG:  let's say the employee has accrued 100 hours of AL and 50 hours of Personal Leave under the original/old entitlement but should only have had 80 hours and 45 hours (not true figures of course) in the new category.  I do a singular leave journal deducting 100:50 hours from the old category and adding 80:45 hours in the new category.

 

To do this I have to have both the old and the new categories ticked for the employee so that all categories come up on the process payroll screen.  When done I would need to go back, again, and remove the tick from the old category so that only the new category remains for future accruals.

 

I hope this is clear for someone to advise me further.   I really do appreciate the assistance.  Some things just can't be explained in a couple of lines.   Sorry.

 

 

  • Tracey_H's avatar
    Tracey_H
    4 years ago

    CareShare 

     

    Hi Paul

     

    You've got a couple of options, you could increase the Equals x Hours per year to include the carry over figure. Or you could change the calculation to Equals x Hours per Pay period. Personally I think the easiest way is to make the calculation basis per pay period. Add the carry over figure to the amount you need to accrue this year, then divide that figure by the number of pay periods in the year (weekly = 52). 

     

    I'd also recommend doing some manually calculations to check that the correct amount is accrued by the end of year.

     

    Please let me know if you need further help.

     

    If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

  • Hi CareShare 

     

    Thanks for your post. To transfer accrued leave from one entitlement to another you would need to record a $0 pay in Process payroll. You would enter a negative figure against the old entitlement for the hours you need to reduce that entitlement by and the same amount as a positive against the new entitlement.

     

    This help article has detailed information: Adjusting leave entitlements

     

    Please let me know if you need further help.

     

    If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

    • CareShare's avatar
      CareShare
      Contributing User

      Hello MYOB,

       

      Thank you for your previous advice which I have used to fix the leave accrual hours.  I have created the new categories for the part-time employee and have ensured that the journaled hours are correct - that worked.  

       

      However, when I ran the next payroll, I found that only the Annual Leave accrual for the period actually came up.  The LSL and Personal leave did not come up.  I have checked the new categories against the method:information required on the old categories and they are the same.  

       

      I rechecked the boxes ticked against the employee and it shows that they are ticked in all new categories Annual Leave; LSL and Personal Leave.   A re-run of the payroll has failed to bring up accrual figures for LSL and Personal Leave.

       

      Your advice here would be appreciated.

       

      Regards

       

      Paul

       

       

      • Tracey_H's avatar
        Tracey_H
        Former Staff

        CareShare 

         

        Hi Paul

         

        Can I clarify if you mean the YTD values are not appearing on payslips or that no new hours accrued in Process Payroll? 

         

        If no hours are accruing when processing payroll, check the calculation basis of the entitlement. Go to Payroll categories>>Entitlements tab>>open LSL or Personal Leave>>what is the calculation basis? If you have set it as Equals percent of Gross hours, no hours will be accrued for a salary employee as they are not paid gross hours. You would need to set the calculation basis to User or Equals Hours per for those entitlements to accrue.

         

        Please let me know how you go with this.