Managing Employee Future Leave - Leave Periods Function

Sometimes you may be advised by an employee that they would like to take leave at a future date. This can be entered into your Crystal Payroll and this leave will appear in the appropriate pay period/s when a pay is run covering the period entered. While annual leave and alternative leave are the most common leave types entered in this way, you can manage all leave types. 

Note: If you are using Crystal Timesheets, then this option would not be used for entering data. Instead employees can enter their own "Leave Requests".

Entering Future Leave

To enter leave to be taken in the future, Navigate over to "Process a Pay", and then "Time & Income". Select the employee from the left-hand side.

Select "Leave Periods" on the right-hand side of the page.
This newly opened menu will display the employee's current leave balances (entitled and accrued for annual leave) as at the current date, less any future leave entries.
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Ensure that you have selected the correct employee. Select "Add". Select the type of leave you are entering to be taken. In "Leave from" and "until", enter the dates the employee will be absent. The date range can span multiple pay periods in which case the leave will be allocated to the appropriate period when it rolls overs. If you wish to pay all leave owing in one pay period, enable "Pay all leave in this period." This option will only work for paid leave types. Select "Save". These entries may take some time to load.
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Generating a Future Leave Analysis Report

To view what leave has been entered for future periods, Navigate over to "Report Centre", "Company Analysis", and then "Future Leave Analysis".

In the reports options menu you can select the level of detail you are looking for as follows:

For up to: Using this dropdown menu you can choose to report on all future periods or up to and including any number of months.

Leave Type: Use this drop down menu to select all leave types or a specific leave typce.

Employee: Use this drop down menu to select all employees or a specific employee.
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Group by: Choose how the data will be grouped on the report ie:

                Date: This will give you a list of future leave in date order based on the first date in the leave period.

                Leave Type: This will give you a list sorted and grouped by leave type and then in date order by type.
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                Employee: This will sort and group the data by Employee, then grouped by type and date

​As is the case with all reports in Crystal Payroll, you can print, email or export this report.