Overview

If you allow employees to be paid in advance when going on Leave, the following procedure will ensure you are able to process in Payroll automatically from the Leave request.

An example of paying Leave in Advance would be when an Employee is paid monthly and is going on two months annual leave in August and September. Most companies would pay the employee once in August and once in September. Paying in advance would mean paying the employee for 2 months in August and no pay in September or similar scenario.

Employees paid in advance for leave still need to accrue leave for those two periods so should be included in both Pay Runs even though Net pay may be $0 for the September Pay run.

You may need to check that the Pay Component Sub Types "Annual Leave in Advance" and "Annual Leave-Already paid in Advance" are active as they will be used to automate processing.

Leave Request

1. Employee should request leave as normal in ESS for the entire period or have Payroll, HR or Admin create Leave request directly on their employee record
   
   
   
2. Supervisor/Leave Approver should also approve leave as normal.
3. Payroll or HR should then navigate to the employee record and find the Leave Request on the Leave info tab.
4. Edit the request
   
   
   
5. Tick "Pay In advance"
6. Enter or select the "Advance Date". The "Advance Date" should be within or before the Pay period you wish the employee to receive the additional pay with. Eg. Employee is taking Leave in September but want's to have that paid with his normal August payroll. The advance date would need to be in August. NB: If paying weekly or fortnightly you may need to check your normal pay period dates to ensure it is processed in the appropriate pay run.
7. Save the Leave request.

Payroll Processing

1. Initiate Pay run as per normal
   
   
   
2. At "Enter Employee Time" you should see the additional line for the Leave paid in advance. NB: Depending on the Pay Run period it may only partially or NOT reduce normal hours
   
   
   
3. Complete Payroll Processing as normal. You will notice the additional line for Annual Leave in Advance on the employee's payslip
   

Future Payroll Processing

1. Ensure you include the employee in any future Pay Runs even if they will have no net pay
   
   
   
2. At "Enter Employee Time" you will see an additional line for the Annual Leave-Already Paid in advance. This will reduce the employees Base Salary by the amount of the previous Advance payment
   
   
   
3. Continue processing payroll as normal.
4. Review employee payslip if desired to ensure Base Salary has been reduced correctly
   
   
   
5. Complete Pay Run as normal.
6. Contact support@infinetcloud.com if any issues or errors.