Crystal Annual Leave (Default)

This guide is going to go over how to have your employees accrue annual leave based off of their default hours in pro rata of their different default hours if they happen within the same anniversary.

Meaning that one year of entitlement will have accrued hours from two different sets of default hours.

For example, an employee is accruing leave based off of 40 hours for 6 months and then their hours are changed to be 20 hours for the other 6 months of the year. They will be entitled to 120 hours total from their first anniversary. (40 x 2 weeks = 80 hours) + (20 x 2 weeks = 40 hours) = 120 hours.

How to Set it Up


First go to "Company Settings" - "Payroll Settings" - "Leave Settings".

Make sure "Update Leave Entitlement Based on New Default Hours" and "Use Default Hourly Rate for Calculating Annual Leave Pay" are unticked.

These are the company wide settings but the "Use Default Hourly Rate for Calculating Annual Leave Pay" may have been turned on for individual employees from the "Process a Pay" - "Leave Pay Rate" page.

Ensure they are turned off individually too.

An Example of How it Works


When you set an employees default hours, they will accrue based off of that for 52 weeks unless there are is an update to that employees default hours during the year before their anniversary rolls over.

If an employees accrues 2 weeks out of 4 based off of 40 hours and the other 2 weeks based off of 20 hours then they will become entitled to a pro rata of those two sets of hours. Which amounts to 120 hours worth.

From a certain date, the employee will accrue a different amount of hours per week for annual leave.

The system uses the dates entered under the "Default Hours" when implementing the change of accrual.

Green Box: 4 / 52 = 0.076923 X 20 Hours = 1.54(2dp) hours per week.

Red Box: 4 / 52 = 0.076923 X 40 Hours = 3.08(2dp) hours per week.

They will also be paid based off of the newest set of default hours, so in this case they will be paid 4 hours per day for their 4 weeks of annual leave.

Here is an example of the accrued balance changing from payslip to payslip for the employee.