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Purpose

The purpose of this quick reference guide is to step through the process of setting up Payee Leave Rules. The intended audience for this document are Standard Users.

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Steps

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Create a new Payee Leave Rule

To create a new Payee Leave Rule, follow these steps:
  1. Go to the Payee record.
    1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search . (See Figure 1)
Screenshot from QRG Setup Payee Leave Rules
  1. Select the Employee record from the suggestions provided. (See Figure 2)
  2. Open the Related tab.
  3. Identify the Payee record(s).
  4. Select the Payee record.
Screenshot from QRG Setup Payee Leave Rules
  1. Within the Payee record, navigate to the Leave tab. (See Figure 3)
  2. Click on the Rules sub-tab.
Screenshot from QRG Setup Payee Leave Rules
  1. Within the Payee Leave Rules panel, click on the New button. (See Figure 4)
Screenshot from QRG Setup Payee Leave Rules
  1. Follow this step in the sequence given below:
    1. Populate the following required fields to provide the base details of the Payee Leave Rule: (See Figure 5)
      1. Leave Rule
      2. Original Leave Service Date
      3. Effective Date
      4. Employee
      5. Payee
    2. Populate the following optional fields as needed: (See Figure 5)
      1. To set an expiry date for the Payee Leave Rule record, populate the Expiry Date field. If left blank, no Expiry Date will apply.
      2. If you want this Leave Rule to be specific to only one Assignment or if this is a Payee Leave Rule for an RDO Leave Rule, populate theAssignmentfield.
Screenshot from QRG Setup Payee Leave Rules
Only a record with processing status of New can be edited. Any Payee Leave Rule that has been processed in at least a single Pay Batch cannot be modified. To make changes, you will need to enter an Expiry Date to the Payee Leave Rule, and then create a new Payee Leave Rule with a suitable Effective Date that has the new changes required.
Expiry Date field should only be populated if there is a known date when a Payee Leave Rule should expire. In most circumstances it is blank until the Payee is terminated or the Payee Leave Rule is no longer applicable to the Payee.
  1. Populate the following required fields to provide the base details of the Payee Leave Rule: (See Figure 6)
    1. Skip Manager Approval
  2. Populate the following optional fields as needed: (See Figure 6)
    1. If the minimum amount of allowable balance is different to the value defined in system-level Leave Rule, populate the Minimum Allowable Balance field.
    2. If the maximum amount of allowable balance is different to the value defined in system-level Leave Rule, populate the Maximum Allowable Balance field.
    3. To apply Leave Loading to this Payee Leave Rule (overriding the system-level Leave Rule), populate the Pay Loading field. If left blank, the field will inherit the behaviour of the system-level Leave Rule record.
    4. To enter an average Pay Rate which will be used if the parent Leave Rule is configured to make payment using an average pay rate, populate the Average Pay Rate field. This can be left blank if you are not required to pay using the Average Pay Rate.
    5. To convert Payee Leave Events and Payee Aggregate values from hours to days by using the average number of hours per day, populate the Conversion Average Hours per Day field. This can be left blank if you are not required to have any reporting of this Payee Leave Rule as days.
  3. Click on the Save button.
Screenshot from QRG Setup Payee Leave Rules
If there is a need for a Payee Leave Rule to have some values different to the system-level Leave Rule it’s associated with, then populating the field here will override what it inherits from the Leave Rule.
Some fields like Current Balance, Processing Status, Pay Calendar Period and Pay Calendar Period Prior should NOT be populated manually. These fields are automatically populated by the system. If these are updated manually, they will cause issues with the processing of these records.
  1. A new Payee Leave Rule record has been created. (See Figure 7)
Screenshot from QRG Setup Payee Leave Rules
To alleviate time in creating individual Payee Leave Rules for each Payee, users can create and use a Leave Template which is populated on the Payee record, and all associated Leave Rules will be automatically created as required Payee Leave Rules.
Payee Leave Rule records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Payee Leave Rule record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
  2. When complete, click on the Save button.

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Field Descriptions

Assignment is a lookup to the related Assignment if the Payee Leave Rule is to be applied to a specific Assignment. This can be left blank. Average Pay Rate is the average Pay Rate which will be used if the parent Leave Rule is configured to make payment using an Average Pay Rate. Balance Last Transferred On is a field automatically updated by the software, indicating the date a balance transfer was last processed for this Payee Leave Rule. Balance Last Transferred To if a Balance Transfer has been actioned against this Payee Leave Rule, this field is the Payee Leave Rule the balance was last transferred to. Calendar Period is updated automatically to the last Pay Calendar Period the Leave Rule has been included in during Pay Batch calculations. Calendar Period Prior is updated automatically by the product, to indicate the previous Pay Calendar Period from the most recent Calendar Period in which this Payee Leave Rule was assessed for processing. Conversion Average Hours per Day is the average number of hours per day used to convert Payee Leave Events and Payee Aggregate values from hours to days. This can be left blank if you are not required to have any reporting of this Payee Leave Rule as days. Current Balance is the most recently calculated balance for this Payee Leave Rule. This is auto populated when the Payee Aggregates get updated, and should not be amended by users. Current Balance Last Modified is the date and time that the Current Balance was updated on this Payee Leave Rule. Effective Date is the earliest date the Payee Leave Rule can be assessed for Leave Accruals, and Leave Events. Any Leave Events dated earlier will not be submitted. Employee is a lookup to the related Employee. Exclude From Auto Update (checkbox) When this box is checked, the record will be skipped by the Automatic Status Update Scheduled Job. Expiry Date is the latest date the Payee Leave Rule can be used in a Payee Leave Event, or have Leave Accruals apply within the Payee Pay Batch calculations. Has Suspension Records indicates whether the Payee Leave Rule has related Suspension records. This field is populated automatically by the system and should not be edited by users. Leave Liability Rate is the hourly rate to be used for calculation of leave liability within Leave Accrual Pay Transactions. Leave Rule is a lookup to the related Leave Rule. Leave Template is a lookup to the source Leave Template if one was defined. Maximum Allowable Balance is where an override can be applied to the Leave Rule record and indicates the Payee-specific maximum allowable balance for this Leave Rule. Minimum Allowable Balance is where an override can be applied to the Leave Rule record and indicates the Payee-specific minimum allowable balance for this Leave rule. Original Leave Service Date is the original date from which this Leave Type should accrue. Determines length of service for the purpose of accruing and taking leave as well as displaying balances. Override Average Pay Rate (checkbox) indicates that the product will not calculate the Average Pay Rate and the entered value will be used. Pay Loading indicates Leave Loading will be paid when a Payee Leave Event is calculated for this Payee Leave Rule. Payee is a lookup to the related Payee. Processing Status is the Pay Batch processing status of the related Pay Batch Event record. This should not be updated by users, and any changes made will impact the functionality of the Leave Rule. Skip Manager Approval indicates that Payee Leave Events related to this Payee Leave Rule will not be directed to a manager for approval, and automatically assessed within Pay Batch calculations. Status is the status of the Payee Leave Rule record.

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Further Information