This article steps you through the recommended procedure for entering Employee Leave balance entitlements when moving across from another payroll system to WageEasy Payroll.
Confirm how the Employees will accrue leave in WageEasy:
Go to Setup, Awards.
Select each Award in turn and go to Leave on the left-hand side and make a note of the Award selected (Award details), the Leave Types within, and the Calculation Method (on the Accruals Tab) for each type.
The most common leave types are:
Annual Leave
Sick leave
Long Service Leave
Note: Leave can accrue in different ways in different awards. It is imperative that all Awards are checked.
Print the following report, listing every employee and their Award: Reports, Staff Listing, by Award
In your old payroll system, print a leave balance report, taking note of the date these balances are up to. Most often, this will need to fall in line with a Pay Period End date. This is the date that the Employees will have accrued leave up to in your old system.
If your previous payroll system accrues in decimals, please make sure your entitlement values are converted into hours and minutes; WageEasy records leave balances in hours and minutes, i.e., seven and a half hours in decimals (7.50) is 7:30 in hours and minutes in WageEasy.
Employee Details, Leave, Annual.
When the Employee is entered into WageEasy, one date line, or a few date lines (depending on the Award Settings), for leave accruals will appear. These dates, or date, will reflect the Employee's Start and/or Award date (often the Start Date and Award Date are the same date).
Select Add to create a line. The Date From is the date that you want WageEasy to start accruing leave From, i.e., the day after your leave balances date of your report from the old payroll system. No other information required. OK.
Select Add again and create another line. The Date From is the day before the date entered above. In the Adjustment column, enter the leave balance that you are bringing over from your old system. In the Comments field, please enter a comment, such as Leave balance brought forward from previous payroll system. The comments are very important, as it allows you to keep records of your leave adjustments. OK
Delete any other lines from the leave screen. You should have two lines only.
Note: This is the only time we would recommend deleting lines on the leave screen.
You have now created an easy reconciliation for leave, as the two lines with the two dates represent the balance from the old payroll system (the cut-off date) and WageEasy moving forward by taking over the accrual.
Please repeat this process for each Employee for all their Leave types that are either Yearly or Hourly accrual.