Problems with Leave Setup for Casual Employee 2024

Reckon_User_No_1

When I set up our casual employee in the Payroll App it would not allow me to leave annual entitlement showing as 0 hours and leave loading as 0%. I had to enter a figure for it to proceed. I have the employee entered on the app as a casual employee. The award that we pay this employee under does not have leave accruing for a casual employee. Their hourly loading is in place of leave entitlements that permanent full-time employees are entitled to. I've set the figures at 1 hour and 1% so that it would allow me to proceed. Will this leave accrue, do I just ignore it, or is there a way that I can change these figures to zero?

(I did see a prior post from a few years ago but that solution appears outdated.)

Rav

Hi @Reckon_User_No_1

I've just had a look at this by creating a new casual employee in the Reckon Payroll mobile app.

Its not overly intuitive so its something we'll need to review however when you get to the leave section if you set the leave entitlement to 0 and leave the leave loading blank it should accept it successfully.

In your case if you've already setup your casual employee and leave isn't applicable to them you can actually remove the leave items from them.

To do so, head over the full Reckon Payroll experience at https://payroll.reckon.com/ and login with the same login credentials that you use on the mobile app.

Select the specific employee and click Leave. Select the option to edit the leave item and you can remove it entirely by clicking the trash bin button on the specific item. Example below.

Reckon_User_No_1

Hi Rav,

Thanks for the response but that doesn't work.

In the interim we somehow managed to set the annual leave entitlement to 0 however it shows Annual Leave on the payslip as an item which it shouldn't as it's N/A for a casual. We still can't delete the Annual Leave item. There are permanent employees so can't change the master settings to remove Annual Leave from all employees payslips. Also this system won't allow us to remove Personal Leave or set it to a 0.

Rav

Hmm that's a bit odd 🤔
From your screenshots I can see the current balance for annual and personal leave is 0 so I'd expect you to be able to remove those items from the specific employee's profile.

If you go to Reports ➡️ Payroll Leave Balances ➡️ then generate a leave balance report for just the casual employee(s) with today as the effective date, does any leave balance appear there?

Reckon_User_No_1

That report doesn't match up to the leave balances in the employee leave section.

Rav

Thanks for doing that. Very strange but at least we're getting a bit more detail around this. Ok, I think we're going to need to take a closer look and I'll need to get my product dev team to do a little more investigation on your specific book.

Can I just confirm, is it just one specific employee that is currently affected by this or multiple?

Reckon_User_No_1

It's just the one employee. Note: I only have 1 casual employee, the others are either full-time or part-time.

Rav

Thanks for that.

One last question/observation, I notice that you have a pay run currently in draft status which includes this particular casual employee.

Can I ask a favour, can you please delete that draft pay run and once done, refresh the page and then go back in and try to delete the annual and leave entitlements from within the employee's profile.

Let me know if that works or just results in the same message appearing as before.

I'll get a ticket ready to send through to my dev team but will wait to hear from you.

Rav

Hey there @Reckon_User_No_1

Just checking in to see if you had a chance to try the above and whether it helped (or not)?

Reckon_User_No_1

I had to finalise the pay run as needed to complete another one which has also been marked as finalised. Unable to resolve the issue.

Rav

Ok thanks for that @Reckon_User_No_1

I'm going to send through an access request to the book so we can take a closer look into what's happening here. It will come through separately as an email to the book owner's email address to grant access.

Once that is done, I can send this over to my dev team to investigate.

Rav

Hi @Reckon_User_No_1

Firstly, I'm really sorry for the delay its taken to get back to you. Our devs have had a fair few things to take care of its taken a lot longer to look at this that we'd like so sincere apologies for that.

The devs have come back to me with some findings along with some steps that should solve this which I'll outline below.

After checking the database, it looks as though the pay run completed on 2 August 2024 has accrued leave balances for this particular employee. Due to this its then prevented you from being able to delete the leave items for the employee.

In order to delete the leave items, the leave balances that were accrued from this pay run need to be 'cleared' so to speak.

1️⃣ Set the 2 August 2024 pay run back to draft.

2️⃣ Remove the specific employee from the pay run on 2 August 2024 ➡️ This is a crucial step

3️⃣ Go to Employees and select the specific employee's profile and select the Leave tab. If the current leave balances are not zero under the employee's leave details, please manually set the current leave balance to zero again on the Leave screen. Check out the screenshot below as an example.

4️⃣ Once that is complete, this will allow you to delete the leave items from the employee's profile.

5️⃣ After the leave items have been deleted add the employee back in to the 2 August 2024 pay run and re-mark it as paid.

I know that's a fair bit of info so if you have any questions let me know. I'd be keen to hear how you get on.

Cheers!

Rav

Hi @Reckon_User_No_1

Just following up to see if you were able to try out the above and whether it worked for you?

Cheers