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Personal or Carer's Leave

Jenny_10112551

An employee that has recently taken Personal/Carer's Leave has asked to see a printout of his hours taken. When I viewed the report, I looked back at his old history of Personal Leave from when he first joined the company.

I am not sure that the personal leave is set up correctly (I employed a credited Reckon person to set up the system some 5 or so years ago) Employee's start date was 29/01/2024 but Year begins on : June Day: 28 Should the Year Begins on, be the same as the employee's start date?

As he only used 5.47 days in his first year, he should have 4.53 days rolled over to the next year, but his Hours available as of 6/5/2026 are 0.00 I am concerned that the hours have not rolled over from the first year into the next year. I thought he would have more time owing to him?

I have included a screenshot of the setup for Personal Leave.

In the employee's first year (anniversary year) he used 5.47 days of personal leave, 2nd year: 11 days and 3rd year: so far has taken 5.62 days = total of 22.09 days x 7.60 hours = 167.884 The report states he has used the total of 167.90 hours, so days taken seems to match with hours taken.

Where it states, Hours Used this year: 60.80 Is that this financial year? or calendar year or the employee's anniversary year?

I need to make sure his Personal/Carers leave is correct as he has needed to take off time to care for his wife & has a young family that often need care during the winter months due to colds/flu etc.

Also I want to better understand the information that needs to be input under the Personal leave tab.

Thank for any assistance that can be given.

Jenny

img20260511_11514647.pdf

img20260511_11530640.pdf

Accepted answers

Acctd4

Hi @Jenny_10112551

" … Should or can I change the leave accruing date to match the employees Hire date? He started as a full time employee …"

Yes, I would.

" … I used the Fair Work Ombudsman calculator for personal leave and it states that our employee leave balance should be 4 hours and 58 minutes, where as my records show nil …"

Without seeing what hours the employee has actually taken (your report doesn't show this), it's impossible to determine if it's reflecting correctly at the moment. It's also important to note that - as with any generic tool - the Fair Work Calculator includes a disclaimer as it's a guide only & may be overridden by a relevant Award/regd Agreement etc. It also cannot take into account a specific employee or employer scenario - including any partial entitlement - & doesn't guarantee it will always include latest updates either.

If you view the Leave Accrual Summary report (under Reports dropdown menu > Employees & Payroll), drilling down on the applicable employee's leave figures … :

… & set it to All Dates, you can display each Paycheque record & how much leave was accrued, taken & available each time (eg per Paycheque) :

(NOTE: This is from the sample file which only contains 2 Paycheques for this "employee". I've also tweaked this report, to isolate just the personal leave info, for demonstration purposes)

Check if these numbers match-up (eg Accrued LESS Used EQUALS Available) & that they also line-up with the leave figures displayed on the Paycheques/Payslips.

To check if an employee's leave balance is correct, I run a Payroll Summary for that employee, filtered for just payroll items that accrue leave & with the Hours column ticked:

Total the number of hours that leave accrues on, multiply by the hourly accrual per applicable leave type & deduct the hours it shows as taken/paid, accordingly :

eg I this example, we have 80 hours entitlement - 79 ordinary hours (Salary) + 1 hour personal leave (Pers Salary) taken

Hourly leave accrual rates are as follows:

Personal Leave (PL) = 0.03846 (Displays as 0.03833, due to decimal point system rounding - This is Fine!)
Annual Leave (AL) = 0.07692 (Displays as 0.07694, due to decimal point system rounding - Again, this is Fine!)
Long Service Leave (LSL) = 0.01667

Therefore, entitlement =

PL: 3.08 Hrs (80 hrs x 0.03846)
AL: 6.16 Hrs (80 hrs x 0.07694)
LSL: 1.33 Hrs (80 hrs x 0.01667)

😊

Acctd4

https://community.reckon.com/discussion/comment/20663704#Comment_20663704

You need a detail report to display breakdown data - If you do a Find instead for that particular Payroll Item for that Employee, then customise it & add in the leave hours columns, the hours should then display. If you (name &) Memorise it, you can easily re-generate it again, for other employees as/when needed 😊

All comments

Kris_Williams

according to my calculations he should have 3 hours left.

1154226

Hi Jenny_10112551,

In the image, YES - the Begin accruing time on 'Leave Liability' box is ticked so employee leave has been accruing time since his employment start date 29/01/2024.

Your file should be set up so that Hours used are for the Financial Year, so example 1 July 2024 to 30 June 2025.

On your Transactions by Payroll Item report, you can modify this report to include the hours used and available so it is easier for your employee to see where it's gone.

Hope this helps!

Acctd4

Hi @Jenny_10112551

Yes, the leave accruing start date should match Hire Date (unless of course, they were originally employed as Casual, in which case it should be the date they became permanent/entitled to accrue leave !)

Your leave is set up as accruing "Every pay" - I personally NEVER set it up that way, only as "Every hour". The reason for this is that "Every pay" can't take into account changes in hours/entitlement.

Leave accrues as worked, so if an employee works part-time hours - or if they are hired/leave partway through a pay period - they only accrue leave pro rata. If they take any Unpaid Leave, Govt PPL etc, leave entitlement is N/A. Therefore, "Every hour" accrual ensures leave always calculates correctly.

Jenny_10112551

@Acctd4 Hi Shaz, thank you for your reply. Should or can I change the leave accruing date to match the employees Hire date? He started as a full time employee.

Also I used the Fair Work Ombudsman calculator for personal leave and it states that our employee leave balance should be 4 hours and 58 minutes, where as my records show nil. Will changing the leave accruing date to the hire date fix the difference in time owed?

And I don't understand why Hours used this year ( which I have been told are hours for financial year) are 60.80 when for the financial year July '25 to May 6th 2026 he has used 103.50 hours. Does this mean my system is not set up correctly somewhere?

Jenny_10112551

Hi @1154226

Thank you for your reply. Thanks for suggesting to modify the report, I have ticked the items that you suggested but the report shows nothing under the columns - personal available, personal used or personal accrued. Why would that be?

Acctd4

Hi @Jenny_10112551

" … Should or can I change the leave accruing date to match the employees Hire date? He started as a full time employee …"

Yes, I would.

" … I used the Fair Work Ombudsman calculator for personal leave and it states that our employee leave balance should be 4 hours and 58 minutes, where as my records show nil …"

If you view the Leave Accrual Summary report (under Reports dropdown menu > Employees & Payroll), drilling down on the applicable employee's leave figures … :

… & set it to All Dates, you can display each Paycheque record & how much leave was accrued, taken & available each time (eg per Paycheque) :

(NOTE: This is from the sample file which only contains 2 Paycheques for this "employee". I've also tweaked this report, to isolate just the personal leave info, for demonstration purposes)

Check if these numbers match-up (eg Accrued LESS Used EQUALS Available) & that they also line-up with the leave figures displayed on the Paycheques/Payslips.

To check if an employee's leave balance is correct, I run a Payroll Summary for that employee, filtered for just payroll items that accrue leave & with the Hours column ticked:

Total the number of hours that leave accrues on, multiply by the hourly accrual per applicable leave type & deduct the hours it shows as taken/paid, accordingly :

eg I this example, we have 80 hours entitlement - 79 ordinary hours (Salary) + 1 hour personal leave (Pers Salary) taken

Hourly leave accrual rates are as follows:

Personal Leave (PL) = 0.03846 (Displays as 0.03833, due to decimal point system rounding - This is Fine!)
Annual Leave (AL) = 0.07692 (Displays as 0.07694, due to decimal point system rounding - Again, this is Fine!)
Long Service Leave (LSL) = 0.01667

Therefore, entitlement =

PL: 3.08 Hrs (80 hrs x 0.03846)
AL: 6.16 Hrs (80 hrs x 0.07694)
LSL: 1.33 Hrs (80 hrs x 0.01667)

😊

Acctd4

https://community.reckon.com/discussion/comment/20663704#Comment_20663704