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How to assign leave accounts to your employees
How to assign leave accounts to your employees

This article will guide you on how to assign leave accounts to your employees and how to see an overview of your employees leave accounts.

Stina Klauk avatar
Written by Stina Klauk
Updated over a week ago

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Familiarise yourself with Description of the leave account templates article.

If you are unsure of what leave and absence employment terms are correct for your business or your employees, we encourage you to visit the Fair Work Commission Awards finder page or contact the Fair Work Ombudsman to discuss this further. Getting this right is very important and sets the foundation for paying your employees correctly. You should also seek any independent legal advice as appropriate for your business.

In this article, we will cover how to create leave accounts manually, how you can automate this process, where you can find an overview of the applied leave accounts and how to adjust balances to include previously accrued leave.


Assign leave accounts to an employee or employee group automatically

If you want to automate the process in which leave accounts are applied to your employees, go to Settings > Leave & Overtime > Account templates > Click on any of your leave templates to open up the settings > toggle on Apply automatically.

The system will now create a leave account for all employees that meet the criteria defined in the account template.

It is important to make sure that the account templates are linked to the correct employee types before toggling on “Apply automatically” in the account template settings.

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Apply leave accounts to an employee or employee group manually

If you don't want to apply leave accounts automatically to your employees, you can apply them manually by going to Schedule > Leave accounts > Apply template.

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Choose if you want to Apply an account template to one employee or Apply the account template to multiple employees.


Apply a leave account to a single employee

First, select the option below:

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Step 1: Choose the account template you wish to apply to your employee

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Step 2: Set the date from which the employee can use the account

Accrual period: date from which the employee starts accruing leave on the account.

Account period: the date from which the employee is eligible to use the account.

Accrual rate: amount of holiday accrued based on the applied template.

Start balance: quantity of leave available at the start of the account period. Adjust the balance to ensure the employee can access leave accrued prior to setting up the account.

Public holidays: It is the employee’s individual public holiday calendar. Go to How to create and assign Public holiday calendars to find out about it. if leave is booked on a public holiday, no hours will be deducted from the employee’s leave account.

Payroll - Salary code: salary code to be displayed in reports for the employee’s leave.

Advanced details - Notes: Add notes to the account that are only visible to the managers with full access to Planday.

Click Save if you’re happy with the settings.

You can always revisit these settings and adjust them after the leave account has been created.

Note: Whilst you are able to make changes to the templates, please note that overriding or changing these configurations could be in breach of your compliance obligations. You should seek independent legal advice as appropriate for your business.


Apply leave accounts to multiple employees

Choose the option Apply account template to multiple employees.

Step 1: Choose the account template you wish to apply to your employees.

Step 2: Select the departments, employee types and start date.

You can select one or several departments when applying account templates to multiple employees.

  • Departments: Define which employees to include based on what department they belong to.

  • Employee types: Define which employees to include based on their employee type.

  • Start date: Define the date from when the employee may start spending leave. The default date will be the one defined in the account template in settings.

  • Accrual rate: amount of holiday accrued based on the applied template

  • Start balance: quantity of leave available at the start of the account period. This value can also be adjusted for employees’ accounts individually after applying the template.

  • Payroll - Salary code: salary code to be displayed in reports for the employee’s leave

When you are happy with the settings, click on Save.

You can always revisit and adjust these settings after creating the leave accounts.


Overview of the leave accounts

Once a leave account is applied to an employee, you can see it listed under the Leave accounts overview page. You can find the overview of applied leave accounts by going to Schedule > Leave accounts.

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The period is by default set to show accounts valid in the current month to date.

You can filter by Department, Employee group, Employee type and/or Account names by clicking Filters.

Use the search bar to search for a specific employee or select Account status to define if you want to see active, inactive, available or all leave accounts in your overview.

The page shows the accounts’ accrual rates inherited from their templates. You can also see start balance available at the start of the chosen period, balances accrued and used during the period and the balance available at the end of the period. Adjusting the period filter’s date range lets you inspect account usage across various time periods.


Adjusting account balance

You might want to adjust a leave account balance to ensure your employee has access to leave they accrued prior to creation of the leave account. This can be done both when applying a template or later when the account is already created.

To sync up balances with your payroll system, identify the date of our last pay run and locate balances on employees’ pay slips. Then adjust the Accrual period start date to match the pay run date and adjust the Start balance of the employees’ accounts in Schedule > Leave accounts.

Alternatively, you can create a Manual adjustment and leave the Start balance at 0 if you prefer to make the change traceable or to add a comment. Please note that adjustments cannot be changed and the only way to alter changes is by creating another adjustment.

Note: It’s important to note that leave balances displayed in Planday are only estimates and you and your employees are always advised to check Xero Payroll for exact leave account balances. We encourage you to perform regular reviews and audits of leave accruals and balances to ensure your business is meeting your obligations as an employer with respect to your employees’ entitlements.


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