ANNUAL LEAVE & PERSONAL LEAVE not accrued on new employee

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Sonya Herbert
Sonya Herbert Member Posts: 81 ✭✭

It's come to my attention that the annual leave & personal leave were not accruing on a new employee. I've fixed the issue (in AL & PL section the "Hours accrued per Hour Paid" section wasn't filled out. In this section - i have the "accrued period" - every hour; And i've copied what our previous account has entered in to the above section for "hours accrued per hour paid" - for ANNUAL LEAVE - 0:04:33 and PERSON LEAVE - 0:02:31 (unsure what that actually means). My question is now, he has completed 9 pay runs and I'll need to adjust/input the leave accrued during those hours he worked - so the amt showing is correct leave. He works various hours (not a standard 38 or 40 hour week) - How do amend this?

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  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    The Annual leave should be accruing at the rate of .07694 per hour and personal leave at half of that. You should have the preferences set for decimal and not mins (edit - preferences - general)

    ‘So to enter the correct figure you will need to manually calculate the total hours worked since start times .0769 and change the figure in the employees record hours available

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    does overtime count in his hours - or just standard 38 hours. i'm new to doing payroll here.

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    He has worked 9 weeks/ 9 pays that i need to calculate the amt of annual leave & personal leave he has accrued. Unsure what those other amounts i have in our system are (the 0"04"33) mean?

  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
    edited October 2023
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    Just standard hours, they should be the only ones setup to accrue leave - not overtime

    you can call me if you have any questions

    0415 940843

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    ok thank you for clarifying.

    so he worked 8 weeks @ 38hrs each week, and 1 week @ 24 hrs - his total hours worked since employed is 328 hrs x .0769 = 25.4 hrs he should have accrued. Thats correct?

    Changing those preferences won't affect other parts of reckon, just that payroll info?

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    AND what is the calculation to work out the Personal Leave Accrual? cheers.

  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    Yes that’s correct t.

    No it won’t affect anything else. I said in my first post personal leave is half of annual leave

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    thank you for your help with this.

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    I've also changed that preference to decimal. the AL accrued rate comes up as: .07583 - will i need to round up?

  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    Change to .07694, no rounding necessary

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    ok, i've entered the rate in for each employee at .07694 - when i save the information and go back in to check, quickbooks has recalculated the rate on me (for personal leave as well) - changes personal leave from .03846 to .03883 and changes annual leave rate to .07667 - which then leaves the leave entitlement for the year short? is it recalculating because there is already leave accrued ? How do i stop it from changing the rate when i save & close the employee details.

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    FIXED IT. all good. Now i've amended the correct rates for accrual - when i try to open last weeks payslip - it comes up with a warning about the fact I've changed the rates for that employee - what does this mean?

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    will this affect the previous pays in the financial year? or something? I've only started payroll, and found the rates in minutes differed slightly to the ones in decimals (as above).

  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    It won’t affect my previous pays and setting to decimal instead of minutes is easier to understand

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    OK thank you, It is much easier to set the accrual rate when in decimals - and it was found that the minute rate that was set was not accurate to the decimal rate it transferred to when i swapped my preference. I was just concerned when i tried to open the previous payslip and it had a warning type message - that says CHANGE or CANCEL - that if i selected change it'd do something to that payslip or any other's previous. See photo of the warning message.


  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    if that’s all the change was I would just click on change, otherwise it won’t save

  • Sonya Herbert
    Sonya Herbert Member Posts: 81 ✭✭
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    but will it change the payslip I'm trying to go in to? that's what i meant? and therefore change their accrued amounts on that payslip?

  • Kris_Williams
    Kris_Williams Member Posts: 3,293 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    If you are trying to make changes to a processed pay you often have to go back into that pay and edit it to reflect the changes. Call me if you wish, not quite sure whether you want the changes to be reflected or not.

    0415 940843