- Who is this article for?
- How do I know if I had leave accrual extensions set up previously?
- Yes, I did have accrual extensions set up, what do I need to do now?
- What are the day to day differences I can now expect when using this new leave experience to manage my team's leave?
- Questions about marking timesheets as paid
Who is this article for?
This article is relevant for you if have recently been auto-migrated to the new leave experience and you had leave accrual extensions previously set up in your Deputy instance before you were migrated.
As a part of the migration, the accrual extensions have been deprecated and have been replaced by brand-new, purpose-built leave accrual policies.
In order to ensure that your employees are currently accruing leave on Deputy, you will need to reconfigure accruals in your policies. Deputy will provide you info about what extensions existed before and any related info. You can use these to reconfigure your policies.
How do I know if I had leave accrual extensions set up previously?
To know if you had any leave accrual extensions, you can navigate to Business Settings > Leave tab > Leave Policy Builder.
You will see a banner where you will have information about what accrual extensions existed in your account before.
Note: if you do not see this banner then you did not have any accrual extension set up previously but please read Setting up the new leave management experience once you have migrated to review your leave policies and ensure they are set up for your organisation's needs.
Yes, I did have accrual extensions set up, what do I need to do now?
You can use this information to reconfigure the accruals in the policies that have been migrated. Read more about Setting up the new leave management experience once you have migrated, specifically Step 5.
Once you have configured your accrual settings in your leave policies, you are all set up. All leave requests and leave entitlements will remain the same as before the migration.
You can dismiss the banner by acknowledging “Yes, I have set up my accruals”.
You may additionally see a reminder banner at the top of Deputy “I have set up my policies”.
What are the day-to-day differences I can now expect when using this new leave experience to manage my team's leave?
In the old leave management experience, you may have set up a Deputy extension to accrue leave and approved leave timesheets to deduct leave from team members. This feature relied on managers approving timesheets to accrue and deduct leave from the team member's balance.
However, an important feature of this new leave management experience to note is:
- leave policies that accrue leave based on a team member's worked hours will only accrue leave once the worked timesheet is approved AND marked as paid.
- similarly, any leave timesheet that is created will only deduct leave from the team member's leave balance once the leave timesheet is approved AND marked as paid.
Questions about marking timesheets as paid
I have now migrated. When should I start marking timesheets as paid?
Should I mark all historic timesheets as paid?
No. if your leave balances are up-to-date, then you should not need to mark any historic timesheets as paid. If you require to update your balances after migrating, you can do so manually.
Only new timesheets (regular or leave) should be marked as paid AFTER you have migrated over to the new experience.
Will leave continue to deduct as the employee takes it as it did before the leave experience migration?
Yes. If the policy is set to "Don't accrue" it just won't accrue and will continue to deduct as usual. Please note that you will have to mark the leave timesheets as paid for the leave to deduct.
How do I set it so we do not have to mark the timesheets as paid? We didn't have to do this before.
The new accrual and deduction feature works only on timesheets getting marked as paid.
The rationale behind this change is to only accrue leave balance for team members once the timesheets (both regular and leave) have been appropriately signed off on, as at the 'Approved' stage the timesheets usually go through occasional or frequent amendments (hours changing). As you may have noticed from the old experience, if you amended any hours for a leave timesheet, the actual deducted value wouldn't change which might have caused problems previously.
Example: let's say a team member's leave timesheet was 7 hours. But later on, if you amended the timesheet hours to say, 6 or 8 (the previously approved hours were incorrect), the deducted balance was not automatically amended.
The 'Mark Timesheet as Paid' feature has a sense of finality to it, and it can even be reverted if you mark the timesheet as unpaid. This new change allows for more flexibility if leave or timesheet hours are continuously being amended during the pay cycle.