• Before you start
• How do Team members accrue leave?
  • Accruing leave based on the hours worked
  • Accruing leave as a fixed amount over a set time period
  • Accruing leave based on a Team member's regular working hours 
  • Archived Team members

Before you start

Ensure you have:

• Set up your leave policies in Deputy
• Set up your Team member's pay rates
• Assigned the relevant leave entitlements to each Team member
• Updated or entered any existing leave balances for each Team member (if required).

How do Team members accrue leave?

Once your leave policies are configured and the leave entitlements assigned to your team, how do they start earning leave? The answer to that question depends on how you've configured the leave policy:

Accruing leave based on the hours worked

You can set up a leave policy that specifies that leave will be accrued per hour worked as shown below:

When you assign this type of leave entitlement to an employee then Deputy will begin accruing leave for them based on the hours in the timesheets they work, after the timesheets are approved.

Example:

Graham has an "Annual Leave" entitlement assigned to him that accrues 0.1207 hours of annual leave per hour of leave worked. In this employee profile, we can view his leave balance to see he currently has an existing leave balance of 2 hr 42.9 min (or 2.715 hours).

His most recent timesheets with 37.5 hours of paid work from the previous fortnight are then approved on the Approve Timesheets tab.

Now when we return to the leave balance in Graham's employee profile, we can see that the leave balance has increased 4.526 hr. This amount is added to the existing balance of 2.715hr to give a total new leave balance of 7.241 hr or 7 hr 14.5 min.

Accruing leave as a fixed amount over a set time period

You can set up a leave policy that specifies that leave will be accrued as a fixed amount over a specific time period as shown below:

When you assign this type of leave entitlement to an employee then Deputy will begin accruing leave for them on the date specified when the policy was configured which will be either:

• a specific date, such as 1st January OR
• the employee's hire date

Note:

• You must set the policy up and assign it to your team members before the nominated date if you want the leave to automatically accrue for the next fixed leave period. Learn more.
• Deputy has the option to accrue pro rata leave for team members who start mid way through a fixed leave period.
• If you have configured a policy to reset its balance on the same date as it has been set up to accrue leave then Deputy will always reset the balance first and then accrue leave.

Accruing leave based on a Team member's regular working hours

You can set up a leave policy that specifies that leave will be accrued based on a team member's regular working hours. 

When you assign this type of leave entitlement to an employee then Deputy will begin accruing leave for them on the date specified when the policy was configured which will be either:

• a specific date, such as 1st January OR
• the employee's hire date

Archived Team members

If you decide to archive a Team member, then all leave accruals and deductions based on:

• per hour worked 
• fixed release accrual
• regular working hours

will no longer be applied to the archived team member.

Managers may still amend an archived Team member's leave balance as long as they are entitled to the leave.