Negative leave in Reckon Accounts Hosted

miriane

In payroll and compensation info leave details; The hours available as of 4/8/24 is (-) negative for personal and annual leave. Does it mean that no more leave left? But ''The hours used this year'' is 0:00 Does it mean they have leave available?

Acctd4

Hi @miriane

When an employee takes leave, you need to use the relevant leave Payroll Item on their Paycheque for the applicable hours being taken/paid, as these are linked to the specific leave hours & will reduce the available balance accordingly.

It's best practice to set all leave (on each Employee leave tab) to accrue Every hour. This way if an employee's hours change or they commence/leave partway through a pay period, their will still calculate correctly (eg pro rata)

On a standard 38-hr work week, the hourly accruals are:

Personal ("Sick") Leave: 0.03847 (NOTE: The system automatically changes this to 0.03833 due to 5-decimal place rounding - this is fine)

Holiday ("Annual") Leave: 0.07692

(NOTE: Again, the system will automatically change this to 0.07694 due to 5-decimal place rounding - this is fine)

(WA) Long Service Leave: 0.01667

Editing available leave balances can sometimes cause these balances to be out - as this impacts in real time - however, it sounds like they're already incorrect anyway, so I think in this case, it's worth the gamble 😊

I provided customised one-on-one training & support so if this is something you/your employer would like help with, feel free to email me direct 😊

Acctd4

Hi @miriane

Yes, a negative figure means they have taken more leave than they accrued. It's best to run reports to check leave movements as the Hours used this year field doesn't always reflect correctly.

There are 2 default reports for this under the Reports dropdown menu Employees & Payroll: Leave Accrual Summary & Leave Liability Report. On the Leave Accrual Summary, you can drill down on an employee's specific leave amount to see each Paycheque's leave movements.

(NOTE: If you have manually edited any employee's Hours available as of … leave balances, the above reports can be impacted & therefore display incorrect data.

The other option is to create your own report using your specific leave Payroll Item(s). You can add the Qty column & total by one, several or all employees. This will show you when employees have taken leave & how many hours.

Tanvi_kataria

Hi @miriane

If you have negative amount showing in the details, there is a possibility that you have a maximum accumulation amount has been set to 0.00 which means that after reaching that limit, it will accumulate but will not exceed 0.00.

Please check if you have any maximum numbers of hours added in the same in the employee records as well as attached -

If so, remove the amount. Unlock the Pay cheque - Make slight changes in the pay run to refresh - Revert the changed back to the original/correct information - Lock the pay cheque.

Then, go to the records and confirm if any changes. Please let us know for any concerns/issues. Thank you!

Regards

Tanvi

miriane

Hi Tanvi

Thank you for the answer. You have 0:02:00 under hours accrued per hour paid. Did you put that manually? or that's a default? Because mine are all in 0:00:00. Do I have to put the hours '' under hours accrued per hour paid''?

miriane

Thank you for sharing your knowledge.

Acctd4

Hi @miriane

" … You have 0:02:00 under hours accrued per hour paid. Did you put that manually? or that's a default? Because mine are all in 0:00:00. Do I have to put the hours '' under hours accrued per hour paid'' ..?"

Yes, this tells the system how much leave to accrue based on hours worked (paid)

It sounds like you've not told the system to accrue any leave so when an employee has taken any leave, this is just being deducted from 0.00, creating negative balances.

miriane

Hi Shaz, Thank you so much for your answer. I just took over this job 3 months ago and I wasn't taught about the leave details. I only learned through Reckon community. It looks like the previous worker didn't put the system to accrue leave. Can I still do it though even if some of the employees have positive (+) available hours leave? What hours do I have to put on the system under ''hours accrued per hour paid?'' If I put it in now, Does it affect the old employees available hours leave?

Kris_Williams

I do think you would benefit from some training as Shaz suggested, and I don’t think you would find anyone better. However in regards to this problem you would have to manually calculate everyone's correct leave balance and then enter it in each name along with the correct formula for weekly accrual as stated above by Shaz