How to adjust leave balances for an employee

KB133

Overview

Sometimes, employees who have not been accruing the correct leave balances will need manual adjustment of their leave balances. This is done using a pay run with all pay removed and just leave accrual added.

Process

  1. Create a new Pay run
    1. Use the same end date as the previous pay run in that period – bearing in mind that if you go back in time, you will be affecting the sequence of leave provisions which, while they will be mathematically correct, will look strange
  2. Remove all Pay items so they don’t get paid any money
  3. Go to the Leave Items tab in pay run details (when you double-click on the person)
  4. Manually add missing hours into the Qty on the right hand side
  5. Add plenty of comments in the pay advice memo to explain what you are doing and why
  6. Update and apply
  7. This number of hours will be added to their accrual

Avoid at all costs inserting a pay run into the sequence. Try to make adjustments as of the date of the last proper pay run so that the pay run’s opening leave balances look correct.

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Last edit 16/01/20