This article explains how leave accruals, balances, entitlements and deductions are managed in Deputy Payroll (AU) for Annual Leave, Personal/Carer's Leave, Long Service Leave and TOIL.

Before you read:

• Target audience: This article is for System Administrators, Payroll Administrators, Payroll Managers, and users responsible for managing payroll. 
• Plan restrictions: This information is relevant to Australian customers using Deputy Payroll (AU).

This article covers

• Overview
• Setting up automatic accrual of leave policies with Deputy Payroll
  • Entitlement settings
    • Default leave entitlement settings for your company
    • Setting leave entitlements for individual team members
  • Updating team members' leave balance figures
  • Deduction of leave

Overview

For Deputy accounts with Deputy Payroll (AU) enabled, leave accruals and leave balances for the following leave types are managed through Deputy Payroll:

• Annual Leave
• Personal / Carer's Leave (sick leave)
• Long Service Leave
• Time Off In Lieu (TOIL) for salaried staff without timesheets

For these leave types, Deputy Payroll is the source of truth for accrual calculations and leave balances. The standard Deputy leave accrual engine is not used to calculate balances for these leave types. Instead:

• Leave accruals are calculated during payroll processing.
• Leave balances are maintained in Deputy Payroll.
• Updated balances are synced back to Deputy after the pay run is locked.
• Leave requests and approvals continue to be managed in Deputy, but the balance calculations come from Payroll.

Note: Other leave types in Deputy do not accrue automatically through Deputy Payroll. 

For more assistance with managing the accrual and deduction of all the different leave types in Deputy, see Managing the NES leave types in Deputy Payroll (AU).
 

Where to view payroll-managed leave accruals and balances

For the payroll-managed leave types covered in the section above, leave balances are updated in Deputy after the relevant pay run has been locked.

You can view leave balances using the Entitlement Breakdown and Entitlement Summary reports in the the Reports section of Deputy Payroll.

The same payroll-managed leave balances can also be viewed on an employee's Leave tab in their profile.

If you're looking for the employee's leave balances as at the latest completed pay run, you can also view it on the employee's most recently processed payslip, which shows the leave balances for:

• Annual Leave
• Personal / Carer's Leave
• Long Service Leave
• TOIL

Setting up automatic accrual of leave policies with Deputy Payroll

Entitlement settings

System Administrators and Payroll Administrators can configue the leave accrual amounts for Annual Leave, Personal / Carer's Leave and Long Service Leave in Business settings along with other leave entitlement settings.

Default leave entitlement settings for your company

On this page, you can set:

• Default Annual Leave accrual amount (per year, entered in weeks) - defaults to 4 weeks
• Default Personal Carers' Leave accrual amount (per year, entered in weeks) - defaults to 2 weeks
• Default Long Service Leave accrual amount  - defaults to 1 week in 60 weeks
• Select from Rostered Day Off, Time in Lieu or N/A
• Select whether you allow your team to go into a negative leave balance when taking leave
• Whether you pay all hours in one leave request all at once or week by week.

Note: any changes you make are automatically saved - you do not need to click Save.

Setting leave entitlements for individual team members

If you have team members whose leave entitlements are different from the company default - for example, one of your team members may be entitled to 6 weeks' annual leave according to their contract, instead of the standard 4 weeks' - you can update this in the individual employee profile.

Leave entitlement settings that are updated in an employee's profile will override the default company leave settings for this team member. 

From the employee profile, select Payroll from the left menu, and under Payroll calculation, click Edit. 

Edit the leave entitlement fields for this particular team member, and click Save changes.

Note: for annual leave you can also set an annual leave loading rate in the Payroll tab of the employee profile.

Updating team members' leave balance figures

Once you have configured your leave entitlement settings and assigned the required leave entitlements to your team members, you need to ensure that any existing leave balance the team member has accrued from another system is entered into Deputy.

You can do this:

• individually in the employee profile
• in a bulk import of payroll information, if you have a large number of employees' leave balances to update.

If you enter leave amounts using either of the two methods, then they will automatically be updated in Deputy Payroll the next time you process a pay run.

Furthermore, as timesheets are approved and pay runs are processed, employees entitled to Annual leave, Personal / Carer's leave and Long Service leave will automatically begin to accrue leave, which is tracked in Deputy Payroll and synced to the employee leave balance in Deputy once the pay run is locked.

Deduction of leave

Leave timesheets for these leave types will automatically deduct leave amounts in Deputy Payroll from the balance of:

• Annual Leave
• Sick / Personal Carers' Leave
• Long Service Leave 
• TOIL

only after the Pay run has been Locked. When the pay run is locked, the timesheets are automatically Marked as Paid and the updated leave balances will then sync back to the employee's leave balance in Deputy. Team members will immediately be able to see their updated leave balance in their Deputy App.

For other leave types where the leave accrual is NOT managed in Deputy Payroll, the leave balance is updated on the employee profile once the leave timesheet is Approved in Deputy.

Read Managing the NES leave types in Deputy Payroll (AU) for more assistance with managing the accrual and deduction of all the different leave types in Deputy.