For all employees to see leave balances on their pay advices, follow the instructions below. The balances displayed on pay advices will include any leave that has been entered in the current pay.
There are two places that pay advices can be printed from:
Print Pay Advice: on the Payroll Process Pays Workflow (also found in Payroll, Reports, Pre-process Pays) and used during the active pay.
Reprint Pay Advices: from the Payroll, Reports, History. This is used to reprint a pay advice for any period after the payroll has been processed.
To Print Leave balances on all Pay advices
Select the leave balance to display, from the drop-down box in the Options tab | Print Leave section
The table below explains each selection in relation to what is shown on the Leave table in the Employee Masterfile.
Selection | Explanation |
E=Entitlement | Displays the leave entitlement balance owing only |
P = Pro-rata | Displays pro-rata owing balance only |
B = Entitlement + Pro-rata | Displays both entitled and pro-rata leave balances |
C = Combined | Displays total of entitled + pro-rata balances |
N = None | No leave balances displayed |
📌Note: By clicking the Save (F5) button you can save these configuration changes for future pay advice printing. The settings are saved for the user logged in only.
If only some employees can't see the balances on their pay advices
Using the example of leave not displaying for new employee(s) only, this may mean that the leave table codes have not been added in the employee Masterfile. To add the required leave tables:
Go to Payroll, Masterfiles, Employee Details, Maintain.
Select the required employee code and Accept (F9).
Click the Leave tab.
For each leave type, add the required leave table code in the Leave Table field.
When adding these codes, a comments screen will appear. Enter a comment as to why you are making changes to the Leave Table and click Accept (F9). These comments will be recorded as an audit trail on the Leave History report.
If your leave tables are set up to calculate in hours, you may have to enter in some leave opening balances manually for the leave accruals that should have been calculated on existing pays that the employee has already received. You can enter these in directly and also comment on why you have made the updates and as above will be an audit trail on the leave history report.
Once completed, Click Accept (F9) to save the changes to the Masterfile.
The next pay the employee receives should then calculate the leave accrual correctly and update the Last Entitlement date in the Masterfile Leave table to be accurate to that pay.