Manage Leave Balances - Leave History Records – ZonePayroll Knowledge Base

Leave Type

The instructions below are regarding Annual Leave but the same instruction apply to other Leave Types.

If you need to make an adjustment to an employee's leave balance then you'll need to create a Leave History Record (LHR). This page details adding these records.

Tip!

If the employee doesn't yet have any Leave History Record then you should Import Leave Balances instead of creating Leave History Records.

The Annual Leave Balance

A running total of Leave History Records make up the Annual Leave Balance on the Employee Record > Leave Info Tab.

This balance therefore is the sum of any accrual hours and is reduced by any taken hours.

This balance does not include leave requests that have the status Requested or Approved but does include those that have been processed if they have a leave history record created for the taken leave (this is done when a Leave Request is processed by a pay run or if the leave request is manually processed can be done manually as below).

Reviewing an Employee’s Leave History Records

On the Employee Record In View Mode

Navigate to the Employee Record > Leave Info Tab
Go to the Leave History Record Sub Tab. Here you will see the Leave History Records for the employee.
Sort by ID to view the most recently created at the top.

To review an individual Leave History Record you can click into it on the ID.

A Leave History Record for Annual Leave Accrual with the Type “Accrual” will give the employee the number of hours entitlement.

A Leave History Record for Annual Leave Accrual with the Type “Taken” will reduce the balance by the number of hours.

If this is taken due to a processed Leave Request this will show the leave request linked under “Leave Request Link”.

In a Search

You can view all created Leave History Records, not just an individual employees'.

Navigate to Payroll Administration > Leave Management > Leave History Record List
Again, you can sort by Internal ID to show the most recently created first
If required you can set the View to PR-Filtered Leave History Records
You can then view the Leave History Records filtered by the criteria you set

Creating a Leave History Record

On the employee record navigate to the Leave Info Tab
Go to the Leave History Record Sub Tab
Click “New Leave History Record”
If you need to increase the amount of entitlement:
1. Leave Type is Annual Leave Accrual
2. Accrual Type is Accrual
3. Hours is the number of hours to increase by
4. Is Import? Ticked if the employee has no other Leave History Records and no payslips
5. For AU - Enter a Start Date for Long Service Leave to determine if leave is available
6. Enter any relevant Details
7. Save
8. If you need to decrease the amount of entitlement
  1. Leave Type is Annual Leave Accrual
  2. Accrual Type is Taken
  3. Hours is the number of hours to decrease by (as a negative)
  4. Is Import? - Ticked if the employee has no other Leave History Records and no payslips
  5. Enter any relevant Details
  6. Save
    
    Update Leave
    
    You will then need to update the leave on the Employee Record to recalculate the Leave Balances:
    1. At the top of the Employee Record click the “Update Leave” button
    
    2. Check the leave balance is now correct
    
    Leave history records can also be imported by CSV.