PAYDAY! HR MANAGEMENT SOLUTION (HRMS)

PAYDAY! HR MANAGEMENT SOLUTION (HRMS) ELEAVE YEAR END USER GUIDE

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Table of Contents

Chapter 1 Year End Workflow Checklist ................................................................ 2

1.1 Before Cross Year ............................................................................................ 3

1.1.1 Generate Leave Policy Report to verify company’s leave policy set up. ..... 3

1.1.2 Leave Policy Setup ..................................................................................... 5

1.1.3 Update Regional Company Off day Table .............................................. 6

1.1.4 Generate Leave Pending Report and Leave Forfeiture Report................... 7

1.1.5 Approve Pending Leave Application Before Cross Year ............................. 9

1.1.5 Generate Final Leave Reports .................................................................... 9

1.2 After Cross Year ............................................................................................. 12

1.2.1 Generate YTD Leave Summary Report (Compare) .................................. 12

1.2.1 Ad hoc leave adjustment (For brought forward or entitlement discrepancy

only) ................................................................................................................... 13

1.2.3 Generate YTD Leave Summary Report (2022) .................................... 15

1.2.4. Auto-Generate 2022 Leave Accrual Cut Off Date .................................... 16

Chapter 2 Leave Application for Next Year .......................................................... 17

2.1 Next Year’s Leave To Be Deducted From Current Year’s Leave Balance ...... 17

2.1 Next Year’s Leave To Be Deducted From Next Year’s Leave Balance .......... 19

2.3 Current Year’s Leave To Be Deducted From Next Year’s Leave Balance ...... 22

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Chapter 1 Year End Workflow Checklist

Part A : Checklists - Before Cross Year

☐ Generate leave policy report for verification of carry forward rule and entitlement capped.

☐ Modify the leave policy carry forward rule and B/F capped (if required).

☐ Update regional public holiday table (Other than Singapore). Please go and update company

off day table before apply next year leave.

☐ Generate Leave Approved and Pending Report

☐ Generate Leave To Be Forfeited Report

☐ Approve or cancel all the pending leave application

(Next year pending leave application consume from current YTD balance require to approve

or cancel. Otherwise, leave application approved after cross year will be consumed from

2022 YTD Balance and reflected under 2022 YTD taken).

☐ Generate YTD Leave Summary Report

☐ Generate Leave Accrual Report (up to 31/12/2021 or accrual cutoff date example:

15/12/2021)

☐ Next year leave approved and consumed from this year leave balance after cross year

CANNOT be cancelled. Otherwise, last year leave balance and this year brought forward

balance will be affected.

Part B : Checklists - After Cross Year

☐ Generate YTD Leave Summary Report with Compare option.

☐ Use Ad hoc leave adjustment – earned to credit any brought forward shortfall.

Use Ad hoc leave adjustment – forfeit to offset any additional brought forward.

Use Ad hoc leave adjustment – taken to update 2021 leave taken after cross year

Employee’s leave application for year 2021 (leave taken 2021 applied after cross year

will be consumed from brought forward of 2021 and reflected as YTD taken in 2022)

☐ Generate Jan-2022 YTD Leave Summary Report for final review.

!!! Note:

Brought forward balance is NOT allowed to be used for amendment if leave taken already

consumed from the brought forward balance. Please use the leave forfeiture date adjustment to

update the changes, otherwise please use ad-hoc adjustment to update the differences.

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1.1 Before Cross Year

1.1.1 Generate Leave Policy Report to verify company’s leave policy

set up.

This report indicates the leaves that are carried forward and whether these leaves

are subjected to capping.

The carry forward rule should be set to ‘No’ for leaves that are not allowed to be

carried forward to the next year.

1. Select company.

2. Select leave grade and ‘All’ the leave type. Repeat the same by individual

leave grade.

3. Click on Export To Excel.

4. Click on Open to launch report.

5. Click on Save to save the report to desired location.

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Here is a Sample of Leave Policy Report :

Leave_Policy_Report_Sample.xls

Basic Setup (2nd worksheet)

The Basic Setup tab gives an indication of all leave types to be carried forward.

The leave types to be carried forward is indicated as ‘Yes’ under [Carry Forward

Rule].

The number of years allowed to carry forward is indicated under [Carried Forward

Years]

The expiration date of the brought forward leaves is indicated under [BF

Forfeiture Day] and [BF Forfeiture Month]

Note: Leaves to be carried forward without forfeiture are indicated 99 under [Carried

Forward Years]

Leave Entitlement( 4th Worksheet)

The Leave Entitlement tab gives an overall view on the leave entitlements for different

leave service year.

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1.1.2 Leave Policy Setup

a. Carry Forward Rule (Setup >> Leave Policy >> Basic Setup)

Carry Forward Rule: Indicate ‘Yes’ if unused leaves are allowed to be carried

forward. Indicate 99 if leave can be carried forward indefinitely. Indicate ‘No’ if

unused leaves are not allowed to be carried forward.

Forfeiture Rule: Refer to Leave Setup >> Annual >> B/F days and Months

b. Brought Forward Days Allowed (Setup >> Leave Policy >> Leave Entitlement)

The maximum number of days allowed to be brought forward is based on the

employees’ leave service year.

Leave service year is determined by the leave effective date.

Refer to My Homepage >> Basic Info for leave effective date.

Example:

Leave effective date = 01-Sep-2021.

Employee will only be allowed to carry forward unused leave of 14 days even though the

YTD balance is 21.5 days.

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c. Brought Forward Forfeiture Date (Setup >> Leave Type)

Brought forward forfeiture day and month will be applicable when leave policy carry

forward rule is enabled

Example:

Current year = 2021 Carry forward year = 1 year BF forfeiture day = 31 BF forfeiture

month = 12

After cross year, system will update the next year brought forward forfeiture date to

31/12/2022.

1.1.3 Update Regional Company Off day Table

From company maintenance, go to Off Day Setup >> Company off day setup.

Select company(country) and click on Create

Enter Year 2022 and update regional off day table

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1.1.4 Generate Leave Pending Report and Leave Forfeiture Report

a. Generate Leave Approved/Pending Report (Excel Format)

Generate all the pending leave transaction before cross year

Select by Apply Date

Select Pending status

!!! Note: Pending Leave Application Status

1. Current year pending leave application approved before cross year (2021) will be

consumed from current year to date balance. The rest of the unconsumed YTD balance

will be carried forward to 2022 (if any).

2. Current year pending application approved after cross year (2022) will be consumed

first from 2021 brought forward (if any), followed by adjustment (if any), followed by

2022 leave entitlement.

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Sample of Leave Approved /Pending Report

b. Generate Leave To Be Forfeited Report (Excel format)

Generate report for leave with brought forward and adjustment expiring on

31/12/2021

Sample of Leave To Be Forfeited Report:

Unconsumed B/F or adjustment balance will be forfeited on 01/01/2022 after

cross year.

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1.1.5 Approve Pending Leave Application Before Cross Year

For Approver, go to pending approval to approve or reject all the pending leave

application.

All pending leave approved after cross over will be deducted from 2022 YTD

Balance only.

1.1.5 Generate Final Leave Reports

a. Generate YTD Leave Summary Report (Excel Format)

Generate YTD leave summary report for Year 2021 before cross year.

Sample of YTD Leave Summary Report

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Brought forward balance will be determined by leave policy carry forward rule

and leave entitlement brought forward capped in the Leave Policy Report.

b. Generate Leave Accrual Report

1. Process Leave Accrual Report under Leave Accrual > Process Leave Accrual

Report.

2. Process current year leave accrual report up to 31/12/2021.

3. Go to Reports >> Leave Accrual Report >> Generate Leave Accrual Report

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4. On December cut-off date, 202112 leave accrual period will be available for

selection.

5. Sample of Leave Accrual Report

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1.2 After Cross Year

1.2.1 Generate YTD Leave Summary Report (Compare)

This report will allow the comparison before and after cross year for the

following leave items:

o Entitlement

o YTD balance

o Actual balance

o Discrepancy

o Carry forward rule

o Carry forward entitlement

o Entitlement capped

Sample of YTD Leave Summary Compare Report:

Go to Discrepancy for brought forward balance variance.

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Reason for variance: Leave taken was not consumed from the brought forward

or adjustment balance before expiry

1.2.1 Ad hoc leave adjustment (For brought forward or entitlement

discrepancy only)

Adjustment type (Earned): Update adjustment with positive value in leave

balance adjustment

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Adjustment type (Forfeit): Update adjustments with positive value. System will

auto-convert the value into negative in leave balance adjustment.

Adjustment type (Taken): Update 2021 leave taken after cross year. Leave will

be deducted from 2022 YTD taken.

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1.2.3 Generate YTD Leave Summary Report (2022)

Sample of YTD Leave Summary Report:

!!! Note:

Please ensure that leave taken date is a working day. System will not be able to compute

the leave duration if it falls on a non-working day. Update the actual leave taken in the reason

for reference. Overlapping of leave taken dates will not be allowed.

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1.2.4. Auto-Generate 2022 Leave Accrual Cut Off Date

1. From Leave Accrual, go to Manage Leave Accrual Cut Off Date

2. Select company and Year 2022

3. Click on Auto Generate and system will auto-update leave accrual cut-off

date as month end date.

4. Click on Update to save the changes

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Chapter 2 Leave Application for Next Year

2.1 Next Year’s Leave To Be Deducted From Current

Year’s Leave Balance

Setup

1. From Leave Setup >> Leave Type > Edit Leave Type

2. Enable ‘Allow next year Leave Application’

3. Enable ‘Deduct From Current Year Balance’

IMPORTANT:

Update company off day table for year 2022 before applying next year leave. Please refer

to 1.1.3 for details.

!!! Note:

For earned leave basis leave policy, system only allows the use of current YTD balance

for next year leave application. Cancellation is not allowed because it will affect the

previous year leave balance and current year brought forward (if any).

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Criteria

My Home Page >> Leave Balance > Current YTD balance must not equal to

ZERO, otherwise Setup >> Leave Policy >> Basic Setup > Full Entitlement

Allow must be Yes.

Outcome

1. My Home Page >> Leave Balance > YTD taken (inclusive of next year’s

transaction and consumed from current YTD balance if application approve

before cross year)

2. My Home Page >> Leave Balance > YTD taken (inclusive of next year’s

transaction and consumed from next year YTD balance if application approve

after cross year)

Example for application of next year leave but consumed from current YTD

balance

!!! Note:

Existing next year’s leave transaction is not allowed to be changed in leave type

setup. Cancel next year leave transaction before any changes are made. Next year

leave cancellation is allowed if leave is not consumed from last year leave

balance before cross year.

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Next year leave taken can be consumed from current YTD balance before cross

year.

2.1 Next Year’s Leave To Be Deducted From Next

Year’s Leave Balance

Setup

1. From Leave Setup >> Leave Type > Edit Leave Type

2. From Leave Setup >> Leave Type > Enable ‘Allow next year Leave

Application’ and disable ‘Deduct From Current Year Balance’

!!! Note:

Employees who apply next year’s leave in the current year, the leave balance will

only be displayed in current year’s leave Balance. It will not be seen in next year’s

Leave Balance. Leave transactions can be seen from Leave Transaction view.

!!! Note:

This option is not applicable to earned leave basis leave policy where leave

policy for ‘full year entitlement allow’ set to No.

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Criteria

Leave policy >> Basic Setup, must enable ‘Full Entitlement Allow’

Leave policy >> Basic setup > enable ‘next year Entitlement Allow’, so that

next year leave applied this year and consumed from next year entitlement up

to current year leave entitlement.

Example: 2013 – 14 days entitlement, employee allow to apply next year leave

up to (14 + 14) = 28 days.

Outcome

My Home Page >> Leave Balance > YTD taken (not inclusive for next year’s

transaction)

My Leave Transaction can found next year leave transaction

My Home Page >> Leave Balance > YTD taken (inclusive of new year leave

transaction apply and approve last year after cross year).

Example: Apply next year’s leave consumed from next year balance

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Next year leave taken updated to leave transaction.

Employees who apply next year’s leave in the current year, the leave balance

will only be displayed in next year’s Leave Balance. It will not be seen in current

year Leave Balance. Next year leave taken will only be displayed after cross

year.

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2.3 Current Year’s Leave To Be Deducted From Next

Year’s Leave Balance

Setup

1. From Leave Setup >> Leave Type > Edit Leave Type

2. Enable ‘Allow next year Leave Application’

3. Enable ‘Deduct from Current Year Balance’

Criteria

My Home Page >> Leave Balance > YTD balance is ZERO

Setup >> Leave policy >> Basic Setup, must enable ‘Full Entitlement Allow’

!!! Note:

This option is not applicable to earned leave basis leave policy, where leave policy for

‘full year entitlement allow’ set to No.

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Setup >> Leave policy >> Basic setup, must enable ‘‘next year Entitlement

Allow’

Outcome

My Home Page >> Leave Balance > YTD taken (inclusive of next year’s leave

taken, even though YTD balance has already fully consumed).

My Home Page >> Leave Balance > YTD balance with <->negative YTD

balance

My Home Page >> Leave Balance > B/F with <->negative balance (Negative

value updated after cross year from previous year YTD balance and consumed

from new year entitlement)

Example: Apply current year leave but consumed from next year leave

entitlement.

Employee current YTD balance already fully consumed with zero balance.

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System allowed to apply for current year leave taken, even though YTD balance

is zero. Approved leave taken updated to negative YTD balance

Negative YTD balance after cross year, updated to next year brought forward

balance and consumed from next year YTD balance.

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