You should assign all applicable leave categories to an employee when they’re first added to the system. This is a manual process in Astute.
Depending on how you have configured your leave categories, you may find that some of them rely on another category (eg Holiday Pay and Annual Leave Entitlement). Therefore, it’s important that these leave categories are added to the employee profile together.
Holiday Pay and Annual Leave Entitlement
For example, you may set up a Holiday Pay leave category which accrues 8% of gross earnings each pay.
At 12 months, the Holiday Pay leave category is reset and the employee becomes entitled to Annual Leave (subject to continuous service requirements)
The Annual Leave (Entitled) category would be configured to clear the Holiday Pay category once the employee becomes eligible for Annual Leave, so the Holiday Pay category can reset and start calculating from zero again.
Annual Leave in Advance
If you configure Holiday Pay and Annual Leave (Entitled) leave categories to work in conjunction with an Annual Leave in Advance leave category, then:
- the Holiday Pay leave category would be used to estimate the approximate amount of leave an employee has accrued which is available to be taken in advance;
- the Annual Leave (Entitled) category would use the Annual Leave in Advance leave category to offset any annual leave taken in advance from any entitlement applied at the end of each 12 months of continuous service.
Leave Category Start Dates
Dependent Leave Categories
It is important that when you assign dependent leave categories, such as Holiday Pay, Annual Leave (Entitled), and Annual Leave in Advance to an employee, that they have the same Leave Category Start Date (or same day/month).
If an employee is assigned Holiday Pay with a Start Date of 01.01.2019 and Annual Leave in Advance with a Start Date of 01.04.2019, the system would only account for earnings from 01.04.2019 when working out average hourly rates for the Annual Leave in Advance leave category, which may not be accurate.
Backdated Leave Category Start Dates
If a leave category with continuous service criteria (such as Annual Leave or Sick Leave) is assigned to an employee with a backdated Leave Category Start Date, the system will use this date to confirm if the criteria has been met and, if so, will reaccrue unless there's a Last Accrued Date.
Example Leave Setup on an Employee Profile
When setting leave categories on a standard employee profile in an example portal, we could expect to see something like this:
- Holiday Pay
- Annual Leave in Advance (optional)
- Annual Leave Entitled
- Sick Leave
These leave categories may appear with different names or not appear at all, depending on the requirements and structure of your business.
You may also choose to assign additional categories, such as Bereavement Leave or Domestic Violence Leave, on commencement or you may choose to apply them only if/when the employee becomes entitled.