Running the Leave Reconciliation Report (Payroll NZ)

Item Type

Description

Not Processed

Indicates that the leave item was submitted and approved but because the item falls on a date on which the payee is not placed on a job order, the item could not be inserted onto a timesheet that could be subsequently processed.

When the payee is included in a pay batch for the pay period during which the leave item falls, the leave item will automatically be picked up and processed at the Leave Payments stage of the pay batch process.

Cancel Pending

Indicates that the leave item was submitted and approved but was later modified via an adjustment timesheet.

In such cases, the original leave item must be cancelled in the Leave Request module.

Overlapping

Indicates that the leave item is overlapped by another leave item on the same date and time.

This may occur if a leave requested is modified via an adjustment timesheet, thereby adding a new item that overlaps the original leave item. In such cases, the original item must be cancelled in the Leave Request module.

Processed but Cancelled

Indicates that the item has been processed, and may therefore have been paid, but was subsequently cancelled by a manager or leave administrator.
Where an item has been processed and then cancelled, it is important to check if the item has already been paid.

If the item has already been paid, a negative adjustment must be applied at the Leave Payments stage of the pay batch process to reverse the leave payment and a positive adjustment must be applied at the Leave Accrual stage of the pay batch process to adjust the entitlement balance of the payee leave to reflect the fact that the leave was not taken.

Once this type of item has been reviewed and, if necessary, actioned, its status can be changed to Verified so that it no longer appears on the report. For more information, see How to Verify Cancelled Leave Items below.

How to Run the Leave Reconciliation Report

Navigate to Payroll > Reports > Leave Reconciliation.

The Leave Reconciliation screen opens.

2.

In the Type field, select the type of leave item to be displayed on the report. For example, to see leave items that are yet to be paid select Not Processed. Alternatively, leave the default option of All selected if you want to report on all types of leave items.

3.

In the Pay Group field, select the pay group by which leave items are to be reported on or leave the default option of All selected to report on all pay groups.

4.

If you want to report on all leave items with a date that falls on or after a certain date, select the relevant date in the Leave Date From field.

5.

If you do not want to report on leave items that fall after a specific date, select the relevant date in the Leave Date To field.

6.

Click Search.

Leave items matching the criteria you specified are listed in the Results section of the screen.

How to Verify Cancelled Leave Items

Run the Leave Reconciliation report, ensuring you select Processed but Cancelled in the Type field when selecting the reporting criteria.

A list of leave items that have a type of Processed but Cancelled are listed in Results section of the Leave Reconciliation screen.

2.

In the Results section of the screen, tick the checkbox next to each leave item you want to verify and click Verify.

The status of the selected leave items changes to Verified and the item no longer appear on the Leave Reconciliation report.