*Viewing a Payee's Leave Details (Payroll NZ)

The Payee Leave tab on the Payroll > Payee > Payee Maintenance > Payee Entry screen allows you to view a payees leave transaction details and balances. The Payee Leave tab is separated into the following sections:

Leave Transaction Details
Leave Balance Summary
Previous Service Details.

These sections are described in detail below.

Leave Transaction Details

The Leave Transactions Details section allows you to view details of specific leave transactions that applied to the payee. Leave transactions can be filtered by leave type, period and transaction type.

The table below lists and describes each leave transaction type that can be searched for and viewed in the Leave Transactions Details section.

Leave Transaction Type	Transaction Description
Accrual	Identifies an instance of the payee having accrued leave at the Accrue Leave pay batch stage or as a result of the Leave Service applying a leave accrual.
Adjustment	Identifies an instance of the payee’s leave accrual or entitlement balance having been manually adjusted in a pay batch.
Reset	Identifies an instance of the payee’s accrual balance, entitlement balance or both being reset.
Transfer	Identifies an instance of the payee’s leave accrual being transferred into an entitlement to take leave.
Transfer Reset	Identifies an instance of the payee’s leave accrual transferring into an entitlement to take leave and any remaining balance being reset to zero.
Leave Payment	Identifies an instance of the payee having been paid at the Leave Payments pay batch stage for leave that had been taken during the corresponding pay period.
Payout	Identifies an instance of the payee’s leave balance having been paid out at the Leave Payments pay batch stage.
Termination	Identifies an instance of the payee’s leave balance having been paid out at the Termination pay batch stage.
Topup Transfer	Identifies an instance of the payee’s leave accrual being transferred into an entitlement to take leave and an additional top-up amount being automatically added to the payee’s leave entitlement at the time of transfer.
Payout Adjustment	Identifies an instance of the payee’s leave balance having been paid out at the Leave Payments pay batch stage, where the payout amount was manually adjusted in the pay batch.

How to Find Specific Leave Transactions

To find specific leave transactions that applied to a payee by using the Leave Transactions Details section on the Payee Leave tab of the Payee Entry screen, follow the procedure below.

How to Find Leave Transactions in the Leave Transaction Details
	In the Leave Type field, select one or more leave types for which you want to view transactions by clicking on the relevant leave types. Otherwise, skip this step if you want to find transactions regardless of the leave type to which the transactions applied.
2.	If you want to view leave transactions that occurred prior to today, select a different date in the Period From and Period To field to determine the date range within which the transactions occurred.
3.	In the Transaction Type field, select the type of leave transaction you want to view. Otherwise, skip this step if you want to any transaction type.
4.	Click Search. Transactions that meet your search criteria are listed in the leave transaction list. Transaction Date Displays the date on which the listed transaction occurred. By default, the most recent transactions are shown at the top of the list. Batch ID/Service If the listed transaction was triggered in a pay batch, this column shows the pay batch ID that uniquely identifies the relevant pay batch. If the transaction was triggered by the Leave Service, this column displays Service. Transaction Type Displays the type of leave transaction that occurred (for example: Accrual) Leave Type Displays the name of the leave type to which the listed transaction relates. Rule Name Displays the name of the rule on the corresponding leave type that triggered the listed transaction. For example, if the listed transaction is an accrual transaction, this column displays the name of the accrual rule that triggered the accrual. Unit Displays Hours if the listed transaction relates to a leave type that accrues based on hours or displays Days if the leave type accrues based on days. Entitlement Opening Balance Displays the payee's leave entitlement balance prior to the listed transaction occurring. Entitlement Processed Displays the number of hours or days of accrued leave that was transferred into an entitlement to take leave due to the transaction. Entitlement Closing Balance Displays the number of hours or days leave to which the payee was entitled after the transaction occurred. Accrual Opening Balance Displays the payee's leave accrual balance prior to the listed transaction occurring. Accrual Processed Displays the number of hours or days of leave that was accrued due to the transaction. Accrual Closing Balance Displays the number of hours or days leave the payee had accrued after the transaction occurred.

Leave Balance Summary Section

The Leave Balance Summary section on the Payee Leave tab of the Payee Entry screen allows you to check the payee’s accrual and entitlement balance for each leave type to which they are eligible. The unit type that applies to each leave type is also shown, thereby identifying if each leave type is accrued in terms of hours or days.

This also shows the cost or liability of the combined accrual and entitlement balance. This is the sum of the average accrual rate multiplied by the number of units accrued per instance of accrual. For example, if 2 hours of leave have been accrued during a single week and the accruals were triggered by pay code X, which has a pay rate of $32.50 per hour, and pay code Y, which has a pay rate of $35.95 per hour, the resulting cost of accrual would be as follows:

2 x ((32.50 + 35.95)/2) = $68.45

If the following week another 2 hours is accrued and the accrual is triggered by pay code Y and pay code Z, which has a pay rate of $33.00 per hour, the accrual cost for the second week would be:

2 x ((35.95+33.00)/2) = $68.95

Therefore, the combined cost of the leave accrued at the end of the second week, assuming no leave had been taken or paid out in the interim, would be as follows:

68.45 + 68.95 = $137.40

Note that when leave is paid when taken, the resulting reduction in the accrual cost balance is calculated using the accrual rate. But when leave is cashed out or paid out at termination, the resulting reduction in the accrual cost balance is calculated using the leave rate type that is used by the leave deduction rule that triggers the payment.

For example, in the scenario described above if the payee takes 2 hours leave after the second week of accrual, the accrual cost balance would be recalculated as follows:

$137.40 - (2 x ((32.50 + 35.95)/2)) = $68.95

However, if the payee were to cash out the two hours of leave instead of taking the leave and the applicable leave deduction rule that triggers the payment uses the payee rate, where the payee's rate is $33.55, the accrual cost balance would be recalculated as follows:

$137.40 - (2 x $33.55) = $70.30

Note also that manual adjustments to automatic leave payments in a pay batch can also affect the accrual cost balance calculation. For example, if the accrual quantity is adjusted the adjusted hours are assigned a rate that is equivalent to the rate of the automatic payment which, unless the automatic payment has been made using a FIFO rate, may not match the rate of the original accrual. That is because if there is a difference between the number of hours originally accrued and the number of hours paid as a result of the adjustment, the system cannot determine an original accrual rate for the adjusted hours and therefore defaults to using the payment rate to calculate to resulting reduction in the accrual cost balance.

Previous Service Details Section

Accrual and payment of some leave types can be subject to the length of the payee's continuous employment. Under continuous employment conditions a payee may be considered to have been employed continuously even if the payee terminated their employment with an employer but then resumed employment with that same employer within a specific amount of time after employment termination.

For some leave types the rate of accrual or payment can be based on the payee's average earnings over a continuous period of employment. The Previous Service Details allows you to link the payee to another, terminated payee record that corresponds to the same candidate so that the system can determine the continuous service period over which to calculate the payee's average earnings.

On linking the payee to a prior payee record you can select an accrual start date, which should predate the start date of the current payee record. When calculating the payee's average earnings for leave purposes, the system will take into account earnings earned since the accrual start date that you select instead of the employment start date of the current payee record.

A payee can only be linked to a prior payee record where the prior record had been terminated and therefore has an employment end date.

Leave accrued during a prior period of employment will not carry over automatically. If it is necessary to carry over a leave balance to the current payee record, a manual leave adjustment must be done at that Leave Accrual pay batch stage.

How to Link the Payee to a Prior Payee Record

To link the payee to a prior payee record using the Previous Service Details tab, follow the procedure below.

How to Link a Payee to a Prior Payee Record
	Click on the Previous Service Applies field. A tick is displayed to indicate that continuous service conditions apply to the payee.
2.	Next to the Payee field, click . A Payee Search screen opens, listing any terminated payee records that are linked to the same candidate as the current payee.
3.	On the Payee Search screen, click on a prior payee record to which you want to link the current payee for the purpose of defining continuous service for leave calculations. The prior payee record is highlighted to indicate that it is selected.
4.	Click . The Payee Search screen closes and the leave types to which the payee was entitled during the prior employment period are listed on the Previous Service Details* tab.*
5.	In the Accrual Start Date column for each leave type that continuous service conditions apply, click and use the calendar control to select the date from which the payee's continuous service is to be counted. This should be a date prior to the hire date (employment start date) of the current payee record but cannot be before the hire date of the prior payee record to which you have linked the payee.
6.	Click . The previous service details are saved. Any leave types for which you did not set an accrual start date are removed from the Previous Service Details* tab*.