If an employee changes their working pattern there are certain amendments that need to be made to the Employee's record, a new pay component for base salary may need to be created or the existing one may need amending.
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You will then need to update the leave on the Employee Record to recalculate the Leave Balances:
1. At the top of the Employee Record click the “Update Leave” button
2. Check the leave balance is now correct
Base Salary Pay Component
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If they are not working 5 days a week you may also need to update their leave entitlement and public holiday settings to pro rata correctly.
Leave Entitlement
This should include For employees who do not work 5 days per week their entitlement may be inclusive of the Public Holidays e.g. if your standard leave is 20 days plus 8 bank holidays then the employee will now receive 28 days pro rata rather than 20 days pro rata plus 8 bank holidays.
You may need to set up a new Leave Accrual Rate for this. To do so:
- Navigate to Payroll Administration > Leave Accrual Rates
- You can make a copy of the existing one you use
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- . Open in View the standard leave accrual rate (in this example Annual Leave 20 Days UK)
- Hover over actions and click Make Copy
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- Rename this e.g. Annual Leave 28 Days
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- UK (PT) and set the Days to 28
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- then click Save
This means that when your new year annual leave process runs it will create the full pro rata amount of leave entitlement (or for a new starter it will pro rata the correct amount).
Public Holiday Setup
You should then navigate to the Employee Record and open it in edit mode.
On the Leave Info tab enter a tick in the Exclude Public Holidays and Exclude Public Hols From Leave Request.
They will then need to book in any bank holidays that fall on their working days so that it uses their annual leave balance.
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