Leave and Public Holidays
Approved leave and public holidays staff don't work are added to their payslips automatically when you run the pay run. The hours come from each employee's Contracted Hours: the hours they'd normally work on each day. Hours they worked come off first, then a public holiday is paid, then leave pays what's left.
| Required plan | All plans |
|---|---|
| Required access | Payroll - Full Access |
For rates on public holidays staff work, see Public Holidays.
How leave and public holiday hours are worked out
The pay run works through each day of the pay period, for each employee:
- Contracted hours: the hours they'd normally work that day, less unpaid breaks.
- Less hours worked: the hours they clocked that day come off first.
- Public holiday: if the day is a public holiday, the rest is paid as the public holiday, for full and part time staff.
- Leave: otherwise, approved leave pays the rest that the leave request's times cover.
So for each day:
Leave hours = contracted hours - hours worked - public holiday hours, for the part of the day the leave request covers.
Days with no contracted hours, such as weekends for a Monday to Friday employee, pay no leave and take nothing off the balance.
In this example, the employee is paid $30 an hour with 17.5% annual leave loading. Their payslip for the week:
| Payslip line | Hours | Rate | Earnings |
|---|---|---|---|
| Hours worked, Monday and Tuesday | 11.6 | $30.00 | $348.00 |
| Off Australia Day-Unworked | 7.6 | $30.00 | $228.00 |
| Annual Leave-OTE Leave | 18.8 | $30.00 | $564.00 |
| Annual Loading-OTE Leave | 18.8 | $30.00 x 17.5% | $98.70 |
| Total | 38 | $1,238.70 |
Only the 18.8 hours of leave come off their annual leave balance. The worked, public holiday and leave hours are all ordinary hours, so they build up leave too.
How leave and public holidays show on the payslip
| Paid for | Payslip line |
|---|---|
| Annual leave | Annual Leave-OTE Leave |
| Personal leave | Sick Leave-Dr Cert-OTE Leave, or Sick Leave-No Cert-OTE Leave |
| Other leave types | The leave type's name, then -OTE Leave |
| Annual leave loading | Annual Loading-OTE Leave |
| A public holiday not worked | Off, the holiday's name, then -Unworked, such as Off Australia Day-Unworked |
The lines are paid at the employee's base rate, as Normal hours, so they count towards ordinary hours and build up leave. A rule on the Shift Rules Leave Rules or Unworked PH tab changes the rate, and replaces OTE Leave or Unworked in the name. See Shift Rules.
Unworked public holidays are paid to full and part time staff. Leave types are paid to the staff set under Paid for in Leave Configuration.
Set each employee's Contracted Hours
Open the employee's profile and choose their Contracted Hours:
| Contracted Hours | The hours each day are | Use it for |
|---|---|---|
| Default Work Week | Monday to Friday, set by Default Work Week and Default Start Time in Global Settings | Full time staff on your standard week |
| Group Template | A set pattern of hours for a Group | A team who all work the same pattern |
| Individual | A set pattern of hours for this employee | Part time staff on fixed days |
| Roster Calendar | Their rostered shifts that week | Staff whose days change week to week |
For Group Template or Individual, click the sliders button next to Contracted Hours, enter the hours for each day, and click Save. For a Group Template, the employee is in one Group whose Access is Contracted Hours. See Groups.
For the Default Work Week, choose the hours a day under Default Work Week, such as 7.6, and the Default Start Time in Menu > Settings > General > Global, under System Settings.
Pay part of a day as leave
Hours the employee clocked come off their contracted hours, and leave pays the rest that the request covers. Unpaid breaks in the contracted hours are taken out too.
For example, James is contracted from 9am to 5pm with a 30 minute unpaid break, 7.5 hours. He clocks on at 8:45am, goes home sick at 10:45am, and requests personal leave for the whole day. He's paid 2 hours worked and 5.5 hours personal leave.
Salaried staff are worked out the same way. If they don't clock, enter the leave's start or end time on the request, such as 11:00, so only the hours they were away are paid as leave.
Request leave for a night shift
Leave is matched by time, so a request's start and end must cover the whole shift. Requests start at 00:00 and end at 23:59 unless you change them. For a shift from 10pm Monday to 4am Tuesday, request leave from Monday 22:00 to Tuesday 04:00.
Leave that spans more than one pay run
Each pay run pays the leave days in its own pay period. A two week holiday across two weekly pay runs is paid one week in each.
Keep rostered shifts when staff are on leave
For staff on Roster Calendar Contracted Hours, leave pays the shifts rostered on those days. Leave them on the roster: when leave is approved, Microkeeper hides the employee's shifts on those days, so they aren't shown to the employee, but they're still used to pay the leave.
To hide a shift yourself, tick its Hide box on the Roster Calendar. Deleting the shift instead means the leave isn't paid. See Roster Calendar.
Pay annual leave loading
On the employee's profile, under Entitlements, enter Annual Leave Loading as a percentage, such as "17.5". Choose Apply Super under Super on Leave Loading if super is paid on it. Each annual leave line then gets an Annual Loading line.
Check how leave was worked out with Simulate
Click Simulate above the employee's payslip. It shows how the payslip was worked out:
- Roster: the Roster Type and the contracted hours for each day.
- Timesheet: the clocked, leave and public holiday hours, with the breaks taken out.
- Leave Requests: the requests in the period, with a link to each.
- Full Payment Breakdown: each payslip line and its hours.
Check the contracted hours first, then the leave request's dates and times, then the timesheet.