Troubleshooting your employee’s leave balances

Calculate and adjust your employee’s leave balances when they're too high or low, even negative, to fix holiday pay issues that you have noticed after their anniversary date.

How do I change my employee’s holiday pay balance if it is too high or too low?

If your employee’s holiday pay balance is showing as too high or too low, even negative, after their anniversary date it’s likely either:

  • The employee's opening holiday pay balance has been entered incorrectly.
  • Your employee’s opening holiday pay balance doesn’t equal the percentage of gross earnings you expected to see since their last anniversary date.

Leave Balances tab showing holiday pay issue

Leave Balances tab showing holiday pay issue.

Leave Accruals section showing issue in pay run that includes employee's anniversary date

Leave Accruals section showing issue in pay run that includes employee's anniversary date.

Fix holiday pay balances

To fix an issue with your employee's holiday pay balances, you need to:

  1. Calculate the holiday pay accrued since your employee’s last anniversary
  2. Adjust your employee’s holiday pay balance
  3. Review your employee’s opening balances

Calculate the holiday pay accrued since your employee’s last anniversary

  1. In the Payroll menu, select Employees.
  2. Click your employee's name to open their details.
  3. Click the Employment tab.
  4. Take note of the employee's start date.

    This date also sets the anniversary date for the employee's leave accruals.

    Start Date as it appears in Employee Details tab.

  5. In the Reports menu, select All Reports.
  6. Under Payroll, click ... to expand the section if the report is hidden.
  7. Click Leave Transactions.
  8. From Employees, select the specific employee.
  9. Run the report for the employee:
    • Select Holiday Pay as the Leave Type.
    • Choose a Custom Date range from today’s date back to their last anniversary date.
    • Calculate the total holiday pay accrued since their last anniversary date by adding the positive figures under Amount from today back to, and including, the pay period with the incorrect anniversary adjustment.
    • Make a note of this figure.

Adjust your employee’s holiday pay balance

  1. In the Payroll menu, select Employees.
  2. Click the employee's name to open their details.
  3. Click the Leave tab.
  4. Click on the holiday pay amount to Edit Leave Type.
  5. Make your final calculation depending on the error in your employee’s holiday pay:
    • Too low or negative amount

      Add this amount it to the figure you calculated from the Leave Transactions report. Enter the sum of these two amounts in the Balance in Dollars field. This will adjust the amount showing in your employee's opening holiday pay balance.

      For example, if the employee’s current Holiday Pay balance is -3000 and you calculated it should be 500, enter 3500 in the Balance in Dollars field.

    • Too high or positive amount

      Reduce the current Balance in Dollars amount by the amount you’ve just calculated. This will adjust the amount showing in your employee's opening holiday pay balance.

      For example, if the employee’s current Holiday Pay balance is 4000 and you calculated it should be 500, enter -3500 in the Balance in Dollars field.

  6. Click Save.

The employee’s holiday pay balance should match the figure you calculated earlier from the Leave Transactions report. Review your employee’s opening balances

Review your employee’s opening balances

  1. In the Payroll menu, select Employees.
  2. Click the employee's name to open their details.
  3. Click on the Opening Balances tab.
  4. Review their Gross Earnings to ensure they're now complete and accurate.