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Annual Leave Accruing by 0.40 too much, randomly

amber_10865555

I noticed yesterday for one employee their AL had accrued by 0.40 too much. Just by looking at the reports.

I went through one employee's paychecks from 29/7/21 to 9/2/23 to see how the AL had accrued, and in this time frame AL had accrued by 0.40 too much 6 times. This employee accrues 6.09 hours per fortnight.

I have been with company since last December, and my AL accrued 0.40 too much 3 times and reduced by 0.40 2 times. Other employees are affected as well.

The set up of all leave appears to be correct.

I would like to stop this from happening moving forwards. Plus, is there a report for all AL taken by an employee, I'm having trouble trying to find one.

Thank you.

Comments

Kris_Williams

What are you basing the 6.09 on, how many hours a week - how many hours for annual leave per year?

amber_10865555

Hi Kris, 6.09 is based on 40 hrs per week. So 160/26 = 6.15 convert to hrs/mins is 6:09

Kris_Williams

Ok that’s correct, you know you can set the hours to display as a Decimal, then you don’t have to convert to Hrs/Mins. I personally prefer that view. It’s also more common these days to accrue leave per hour worked, but I realise there are times when this is not the ideal solution.

As for the error in calculation I can’t answer that, but moving forward I can only suggest that when you process the pays you have a glance at the amount being accrued on each employee as you go to see if you can notice any error.

the only report I have found to display leave taken is the Payroll summary report for the year or quarter, whatever you wish and then drill down on the employees leave rate line

Acctd4

@amber_10865555

I only ever set up leave to accrue "Every hour". This not only ensures better accuracy in general but also continues working effectively if hours fluctuate/change.

On a 40-hr week, AL accrual is 0.07692 per hour (RA converts this to 0.07694 due to rounding - this is absolutely fine) PL is half that at 0.03846 (Again, RA converts this to 0.03833 & - again - this is fine) 😊

Agree with @Kris_Williams on decimal ... I always only use the Decimal time format too.

There are a number of ways to view Leave taken :

Run a report on your Leave Payroll Item(s), filtered to specific employee(s) Names.
You can do the same via the Find feature & create your own, specifically customised for what you want/don't want
Run the Payroll Summary (as Kris mentioned) again, filtered to specific employees too, if required
The Quantity by Employee report will also display hours & can be filtered to just Leave Payroll Item(s)/specific employees

There's probably more options too but these are the first ones that initially come to mind 😊

amber_10865555

@Kris_Williams @Acctd4 Ladies, thank you so much for your advice. I found where to change to decimal and so happy with that change. Thank you for report info, I will look at these. I will also check leave is accruing correctly moving forwards. One last question, can I change horses midstream.. can I change from accruing per pay to accruing hourly between payrolls or should I wait till after processing the next one?

Kris_Williams

Glad to be of help.

I would probably change from the next pay, but do a quick check in the pays window as you are entering to make sure everything looks ok

Acctd4

Good to hear Amber!

You can change the format at any time & this shouldn’t be a problem as the amounts are technically the same, just displaying differently ☺️