Why isn't my Booked Leave Showing in Payroll?

Overview

Leave will automatically be added to employees' payslips if the Include in Payslip Calculations toggle in Leave Types is switched on for that leave type. However, the leave will only show automatically in the payroll calculation if it was booked prior to the payroll being calculated. If the payroll was already calculated when the leave was booked, then the payslip will need to be refreshed. For more information on how to refresh payslips, click here.

Permissions

You need to ensure that you have the Manage Payroll permission if you want to generate payslips. To book and approve leave, you will need the Request Leave and Approve Leave permissions respectively.

How do I know that Leave is not attached to a payslip?

If Leave has been booked after you have started working on payroll, and if such leave falls within the leave period specified for the payroll, you will notice a warning explaining that there are unattached leave records:

The next step explains the different methods you may use to add unattached leave.

Adding Booked Leave to Payslip

When leave has been booked and approved after a payslip has been calculated, there are 3 different options that you may use to add the leave to a payslip:

This will update the payslip with items (in this case, leave) that were added after the calculation of the payslip:
1. Go to the Payroll section;
2. Go to the relevant employee in payroll list and click on their name;
3. Click the Refresh button;
4. Untick all the options except for Refresh Leave Data.
5. Click refresh.
It is important that only 'refresh leave data' is selected so that any other fields are not refreshed too.
If you do not wish to refresh a payslip/payslips, you may manually attach the unlinked leave by following these steps:
1. Go to the Payroll section;
2. Go to the relevant employee in payroll list and click on their name;
3. Click on the Leave tab;
4. Tick the leave you would like to attach (all dates or specific dates);
5. Press Calculate and save
While the other two options are more efficient and recommended, you may also attach unattached leave that falls within the leave period of the payroll by deleting that payslip and re-adding it to the payroll.

Can I edit/cancel approved leave that is attached to a payslip?

If leave is attached to a payroll that is not locked, users may request for leave to be cancelled.If leave is cancelled, you will need to follow the same steps highlighted above to unlink the leave:
If leave is attached to a payroll, you cannot edit that leave until that leave is unlinked from the payslip:
You cannot cancel/edit leave that is attached to a locked payslip. For example:
- Leave that is not attached to a payslip:
- Leave that is attached to an unlocked payslip:
- Leave that is attached to a locked payslip: