Overview
Employees who do not work on a fixed schedule can accumulate leave on the hours they work. Accumulated leave is the leave that a non-full time employee amasses over the period of their employment.
Automatic accumulation applies only if you have the Payroll module enabled. If you do not have the Payroll module, leave entitlement for extra hours worked by employees on a fixed part-time schedule, or casual workers, per month, should be manually calculated based on hours worked and added to the relevant employee’s leave entitlement as an adjustment.
Permissions
You need to ensure that you have the Manage Payroll permission to access payroll and see the hours which are being added.
Setting up Automatic Leave Accumulation
For hours to be accumulated automatically in an employee's payslip, the Job Schedule that they are assigned to must has a Leave Accumulation method included. More information on these methods can be found here.
How are the accumulated hours calculated?
When the payroll has been created and calculated for the employee, you will notice in the middle column a field entitled Accml. "Vacation" at the bottom showing the amount of accumulated leave added through this payslip. It will show the accumulation for all Leave Types that accumulate.
If the clocking hour range set in the payroll spans from the previous year to the current year, the system considers the total clocked hours within the range in computing the leave accumulation. For instance, if January 2025 payslip has clocking range from 15/12/2024 to 14/01/2025, the leave accumulation takes into consideration, the total clocked hours within the date range to calculate the leave accumulated hours for January 2025 payslip.
The calculation for accumulated leave hours is simple:
Calculation
Payslip Basic Hours * (Annual base leave entitlement / Full Time employee annual working hours)
The Payslip Basic Hours may be different from one employee to the next as some are paid based on their Job Schedule and some based on Clocked hours. The Annual base leave entitlement may also be different per employee as some receive this from the default base leave entitlements or from the Custom Leave Entitlement profiles.
Leave taken also counts towards the amount of accumulated leave in a payroll. This Leave includes half-pay or unpaid leave taken on a day that forms part of the employee's job schedule hours (i.e. on a day there were expected to work).
The accumulated leave will be automatically allocated to the relevant employee’s leave balance when the employee's payslip is locked.
To check an individual’s leave balance, go to their profile, click on the Leave tab you will be able to see their Leave Balance pod. Click on Edit Leave Breakdown to see the amounts of leave accumulated