Leave History Report

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The Leave History Report shows the effect of each pay on an employee's leave totals.  This report should be the first step when investigating any queries regarding an employee's leave balances. 

Please see this article for information about Holiday Pay and Annual Leave,   and this article for Other Types of Leave. 

The report can be found under Payroll > Reports > Leave Reports (for current employees only), or it can be printed directly from the employee's Leave tab under Setup > Employees.

There are three sections in the report:

 

Leave Balances Summary

 

The start of the report shows the employee's leave balance summary.  This information is also shown on the Leave Summary Report for all active employees in your company. 

Total Leave Owing is the total of the Annual Leave Due as at the last anniversary date plus the Holiday Pay accrued this year, less the value of any Annual Leave taken since the anniversary day. This is the total value of the annual leave that would be paid out in the employee's final pay.

 

Annual Leave History

This section shows the effect of each pay on Holiday Pay and Annual Leave balances.

 

Pay Date

Each pay is shown, in descending date order. The most recent pays are shown first.

Annual Leave Taken This Pay

The number of hours of annual leave taken in this pay.

Annual Leave Due Last Anniversary

The total number of hours annual leave due at the last anniversary.  This is set to zero in the first pay with a start date after the anniversary date.

Leave Taken Since Last Anniversary

The total number of hours annual leave taken since the last anniversary date.  This is set to zero in the first pay with a start date after the anniversary date. 

Annual Leave Due

Annual Leave Due at the Last Anniversary Date less Leave Taken since the Last Anniversary.

Annual Leave Accrued in Advance

Annual Leave that has accrued since the anniversary date. This is accrued at a rate of 4/52 of either the actual hours worked or the employee's normal hours per week. The accrual basis is set on the Employee's Leave tab,  see this article for more information.

Annual Leave Available

Annual Leave Due at Last Anniversary less Annual Leave Taken Since Anniversary plus Annual Leave Accrued in Advance.  This is the maximum number of hours of annual leave that an employee can take without going into credit. 

Annual Leave Accrued This Pay

The annual leave accrued in this pay.  This is accrued based on 4/52 of either the actual hours worked or the employee's normal hours per week.   The accrual basis is set on the Employee's Leave tab. 

Holiday Pay Accrued

Holiday Pay Accrued in the current year,  based on 8% of the employee's Gross Earnings. This is set to zero on the first pay with a start date after the anniversary date. 

Holiday Pay Paid in Advance

The total amount of Holiday Pay paid to an employee.  This is usually zero, unless the employee receives Holiday Pay As You Go or has had a final pay. You should not otherwise be paying out Holiday Pay to an employee (as explained here).  This is set to zero on the first pay with a start date after the anniversary date.

Holiday Pay Earnings

The total gross earnings in this pay. This total is multiplied by the Holiday Pay % on the employee's Leave tab to calculate the Holiday Pay Accrued in this pay. 

Ordinary Pay Rate

The employee's average pay rate over the last 4 weeks.  

Average Pay Rate

The employee's average pay rate over the last 12 months.

Average Rate Hours

The average number of hours in this pay are included when calculating the Average Pay Rate.

Pay Hours

The total number of hours of all Gross Earnings pay codes in this pay.

Next Holiday Anniversary

The employee's next anniversary date.  This will remain the same in every pay until the first pay is finalised with a start date after the anniversary date,  or unless the date is manually changed on the employee's Leave tab.

  

Other Leave History

This section shows the effect of each pay on other (e.g. Sick/Alternate) leave balances. 

 

Pay Date

Each pay is shown,  in descending date order.  The most recent pays are shown first. 

Sick Leave Hours Paid This Pay

The number of hours Sick Leave paid in this pay.

Sick Leave Days Taken This Pay

The number of Sick Leave Days taken in this pay.   Note that it is the Days not the Hours that are important.  See this article for more information.

Sick Leave Days Due

The number of Sick Leave Days due to the employee at the time this pay was finalised.

Next Sick Anniversary

The employee's next Sick Leave Anniversary date.  This will remain the same in every pay until the first pay is finalised with a start date after the previous sick leave anniversary date,  or unless the date is manually changed on the employee's Leave tab.

 Time Bank Hours

The number of Time Bank hours available to the employee.   Time Bank is optional and available for salaried employees only.  Please see this article for more information.

Alternate Leave Hours Paid This Pay

The Alternate Leave Hours paid or accrued in this paid.  Accrued Hours (e.g. the employee worked on a public holiday and gained an Alternate Leave day in lieu) will show as a negative number,  and paid hours will shows as a positive number.

Alternate Leave Days This Pay

The Alternate Leave Days paid or accrued in this paid.  Accrued days (e.g. the employee worked on a public holiday and gained an Alternate Leave day in lieu) will show as a negative number,  and paid days will shows as a positive number.

Alternate Leave Days Due

The employee's Alternate Leave Days balance. 

Gross Earnings Last 12 Months

The employee's total Gross Earnings for the 12 months prior to, and including, this pay.

Days Worked Last 12 Months

The total number of days worked of the 12 months prior to, and including, this pay. If using timesheets, this total is derived from the time entries for the employee.  If not using timesheets,  this total is based on the Work Days on the employee's pay, which in turn defaults from the Days Per Week on the Employee record but can be updated. 

Hours Paid Last 12 Months

The total number of hours paid in the last 12 months prior to, and including, this pay.  

Pay Hours

The number of hours paid in this pay.

Relevant Hours Per Day

Number of hours worked divided by the number of days worked in the last 12 months to give an average number of hours per day.

 Average Daily Pay

The Average Pay Rate multiplied by the Relevant Hours per Day. When an employee does not have a set Relevant Daily Pay, this will be used when paying out sick leave, public holidays, alternate days and bereavement leave. This article explains in more detail how this is derived.

  

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