Leave History Report (NZ.)

Overview

The Reports > Payroll > Leave History Report is a record of the leave transactions that have been processed for your entity.

The report displays the leave opening balances, accrual and hours taken for each employee within a specified period, split by leave category.

By default, the specified period is set to the last full calendar month and the current month up to today’s date.

You can set the Report Settings filters to summarise by employee or leave type, which will show all leave accrual totals split by the summarisation category. 

Alternatively, you can remove summarisation from the report by deselecting both of the Report Settings > Summarise By checkboxes. This will show a ledger of all leave transactions within the specified date range.

This view will include a Details column that outlines the reason for each Accrued Units or Taken Units line in the report. 

On-screen Columns

The on-screen view of the report includes the following data:

• Leave Type
• Opening Hours
• Accrued Hours
• Taken Hours
• Closing

Export Options

You can export the on-screen view of this report in either .pdf or .csv format.

Annual Leave Accrual Details

You can filter the Leave History Report to display a summary of the calculations for each Annual Leave accrual. To view this, you will need to deselect the Report Settings > Summarised By options, then generate the report.

You can click on the information icon in the Accrued Units column to open a popup window that contains the accrual details. 

The information you see in the Accrual Details popup window will depend on how the leave accrual has been calculated. 

If you have set the Entitlement Amount method to 52 Weeks Average, 4 Weeks Average, or Greater of 52 or 4 weeks average, you will see the below details:

Date Range	52 Weeks Average will include the 52 weeks preceding the Annual Leave Anniversary Date, or Annual Leave Start Date (if it is a new employee accruing leave for the first time) eg if the Anniversary Date is 1 August 2020, the Date Range is 3 August 2019 - 31 July 2020. 4 Weeks Average will include the 4 weeks preceding the Annual Leave Anniversary Date eg if the Anniversary Date is 1 August 2020, the date range is 4 July 2020 to 31 July 2020.
Calculation Summary	Will only display if the leave category has been configured with an Entitlement Amount calculation of ‘Greater of 52 or 4 weeks average’
Accrual Calculation	Includes: Work Effort (ie the number of days or hours worked)  Number of weeks to divide by (52 or 4) Entitlement multiplier set in the leave category configuration Rounding to the nearest quarter Final Amount
Work Effort	The days or hours that are considered as worked. For calculations in days, this section  includes: a list of the relevant pay items considered as work (as set in Config > Leave > select leave category > Accrual section) and a list of days considered worked for the period. For calculations in hours, all pay items are considered in the calculation, and you will see a Work History table to summarise the hours worked and related pay items.

If you have set the Entitlement Amount method to Total Time Worked, you will see the following information in the popup window.

Date Range	Includes one year starting from the last AL Anniversary Date. For example, if the last AL anniversary date is 14 August 2019, the Date Range will be 14 August 2019-13 August 2020
Accrual Calculation	Includes: Work Effort (the number of days worked in the past year) Multiply by (the multiplier that has been set in the Entitlement Amount section for the leave category), and the calculated amount Rounding to the nearest quarter Final Amount
Work Effort	For accruals in days, this section reports the number of Days Worked and the Date Range, as well as tables summarising the Pay Items considered work (based on the Leave Category configuration) and the Days considered as worked. For accruals in hours, all Pay Items are considered in the Work Effort calculation. You can view a summary of the items used within the date range in the Work History table.

If the Expected Work Week is being used, you will see the following information:

Accrual Calculation	Includes: Work Effort (the days or hours worked in the employee’s Full Time Week) Multiply by (the multiplier that has been set in the Entitlement Amount section for the leave category), and the calculated amount Final Amount, rounded to the nearest quarter
Work Effort	This section summarises the Master Timesheet used to determine the Full Time Week, the related Date Range and the days considered as ‘expected work days’ or ‘expected work hours’

Annual Leave in Advance Accrual Details 

Annual Leave in Advance accrual can also be viewed in the Leave History Report. You can click on the information icon in the Accrued Units column to open a popup window that contains the accrual details. 

The Accrual Details popup window will include the following information for an Annual Leave in Advance accrual.

Current Pay Record	Includes the date of the accrual, the amount being accrued within this pay period, and the total Annual Leave in Advance estimation at the end of the record.  Leave currently accrues on individual pay items in a pay. The date of Estimate (ie the date of an accrual) is the last day within a pay of a pay item.  eg if an employee pay includes Base Hourly $400 (Tuesday to Friday) and OT1.5 of $200 (Tuesday and Wednesday), then the Leave History Report will show 4 records: Date of Estimate = Friday’s date, where Holiday Pay will accrue ($400 x 8% = $32) Date of Estimate = Friday’s date, where Annual Leave in Advance will accrue X units Date of Estimate = Wednesday’s date, where Holiday Pay will accrue ($200 x 8% = $16) Date of Estimate = Wednesday’s date, where Annual Leave in Advance will accrue Y units The total Annual Leave in Advance accrual added by this pay record is calculated as the total Annual Leave in Advance at the end of this pay record minus the total Annual Leave in Advance accrued at the end of the previous pay record. The total Annual Leave in Advance estimated at the end of this pay record is the Total Holiday Pay Accrued / Average Weekly Pay.
Previous Pay Record	Reports: the total balance at the end of the previous pay record; the amount taken between the last anniversary date; and, the end of the previous pay record, and the available Annual Leave in Advance estimate at the end of the previous pay record.
Holiday Pay Balance	The opening and closing balance for Holiday Pay, and the amount accrued in the current pay record. This balance is reported in dollar units.
Average Weekly Pay	Shows the per day and per hour AWP rates calculated by the system, based on the leave category units: Daily Annual Leave in Advance = Holiday Pay / Average Weekly Pay (Day Rate) Hourly Annual Leave in Advance = Holiday Pay / Average Weekly Pay (Hourly Rate) Gross Income and Days Considered as Work Note that the ‘gross income’ and ‘days considered as worked’ are defined in Config > Leave > Dynamic Rates > Average Weekly Pay > Pay Items.
Gross Income	The Gross Income for the specified Date Range.