Leave Categories (NZ.)

Overview

Leave categories are the items that you use to manage your employees' leave. You can configure key settings such as the accrual methods and how an employee may apply for leave.

Leave Categories are set up and managed in Config > Leave > Leave Categories.

When you generate the report, you will see a list of all leave categories that have been created in your portal, along with the accrual method.

Once you have created a leave category, you will need to assign it to your employee. This can be done via some integrations on the creation of the employee. Otherwise, you will need to manually assign the relevant leave categories as you configure the employee profile.

Add a Leave Category

To add a leave category:

1. Go to Config > Leave > Add New Leave Category.

2. Select a Region > Create new Leave Category. The Region popup window won’t appear if you only have one region enabled in your portal.

3. Enter a Leave Category Name.

4. Set the other leave category details and accrual settings.

5. Click Save.

You can configure the below information for each leave category:

Leave Category Name	The name of the leave category as it will appear in your portal
Common Name	An optional display name for the leave category that will appear on employee pay advices. If no Common Name is set, the Leave Category Name will show on pay advices.
Outbound Alias	The name used when leave data is exported to your GL software
Enabled	A checkbox to indicate if the leave category is available to assign to employees or use in a pay
Accrual Method	How the leave category will accrue in payroll. Additional fields will appear for each Accrual Method.
Rate Calculation Method	The method used to calculate how the amount of leave per period is calculated. When this field appears, you can select between entering a Multiplier or setting a Dynamic Rate.
Entitlement Type	The units that a leave request created for this category will be paid in. Select from Hours, Dollars or Days. Depending on the Entitlement Type you select, the system will apply different calculations to determine the amount of leave accrual in a pay period. If the Entitlement Type is set as Days, the Subtract full day checkbox will also appear. When this tickbox is checked and a leave request is submitted in hours for a portion of a day, a full day of leave will be subtracted from the employee's leave balance.
Submit Leave In	The units that a leave request created for this category will be requested in. The available options will depend on the Entitlement Type: If the Entitlement Type is set to Hours, the Submit Leave In field will default to Hours and other options cannot be selected If the Entitlement Type is set to Days, the Submit Leave In field can be set as either Hours or Days If the Entitlement Type is set to Dollars, the Submit Leave In field will be hidden
Pay Item	The pay item that will be applied by default to any units in a pay using the leave category If you need a different pay item to be used, you will need to create the pay item before it can be selected in the pay. For example, a pay item with a multiplier of 1.175 could be created to use for employees who are entitled to leave loading when they take annual leave.
Charge Item	The charge item that will be used to bill clients. Can be set as ‘Do not charge’ or ‘Use Pay Item’
Negative Threshold	Whether the leave category can go into a negative balance for an employee. Unlimited - leave requests can be submitted without restriction; when a leave request exceeds the available balance, the balance will become a negative value Unlimited with Warning - leave requests can be submitted without restriction; the employee and Leave Approver will receive a warning message to advise that the request will result in a negative balance Limited - a value to limit how much an employee’s leave balance can go into negative; employees can submit leave requests as long as the balance doesn’t exceed the limit the Negative Threshold Warn Value is the value at which a warning banner will display the Negative Threshold Cut-off Value caps the amount that the employee’s leave balance can go into a negative total Not Allowed - employees are unable to submit a leave request if it exceeds their current leave balance As leave categories can’t be configured at an employee level, you will need to set up separate categories if some employees are allowed a negative balance and others are not.
Payout on Termination or Reset on Termination	Determines whether a leave balance for the specified leave category will be paid out on termination if a PAYE employee has a Final Pay processed. If Payout on Termination is ticked, you will also need to select the Pay Item from an additional field which is the pay item that will be used to pay out the leave balance.  Tick the 'Pay an additional 8% gross pay on Termination' checkbox, if applicable This field will not appear for any leave categories with an Accrual Method of 'Pay As You Earn (Do Not Accrue)'. This field will appear as 'Reset on Termination' for leave categories with an Accrual Method of Periodic Lump Sum. These balances cannot be paid out and will reset to 0 upon the processing of a Final Pay.
Invoice Item Type	The invoice item type created when the leave category is used
GL Account Codes	The GL Income Account Code and GL Expense Account Code associated with the the leave category
Leave Submission Method	Once a leave category is created, you can define the controls for each type of Leave Submission Method. These fields will not appear until after the category has been created and saved.
Show Balance on Payslips	A checkbox to indicate if the balance for the leave category will show on employee pay advices
Show Balance to Employee	A checkbox to indicate if the balance for the leave category will show in employee portals
Display Order	The order that the leave category will appear in the Config > Leave > Leave Categories list
Allow Employee to Cancel Approved Leave	When this checkbox is ticked, employees can cancel their own leave requests if: the leave is future dated and in an Approved status the employee's timesheet for the period containing the leave is in Not Open, Pending Submission, or Pending Approval status.
Is a Liability	A checkbox to indicate if the leave category will be included in the Leave Liability report