How do I add leave to a pay run?¶

You pay leave by adding a leave pay item to the employee on a Draft pay run and entering the hours taken. When you finalise the pay run, the hours are deducted from the employee's balance and the accrual for the period is added. This guide assumes leave is already set up on the employee — see How do I set up leave and leave loading?

Add a leave pay item¶

Step 1. Go to Payroll → Pay Runs, open the Draft pay run, and open the employee. (You can only edit pay items while the pay run is Draft.)

Step 2. In the Pay Items table, click Add Pay Item.

Step 3. In the Add Pay Items dialog, select the leave pay item — for example Annual Leave or Personal Leave — and click Add.

Step 4. Back in the Pay Items table, enter the leave taken in the Qty column (the number of hours), and set the Amount (the hourly rate) if it isn't already filled in. The This Pay and YTD columns update as you type.

If the employee has leave loading turned on and you're paying annual leave, an Annual Leave Loading line appears automatically with an auto-added badge — you don't add it yourself. See How do I set up leave and leave loading?

See the leave movement on the pay¶

Scroll to the Leave Balances section on the same page. For each leave type it shows:

Leave Type — Annual or Personal.
Accrual This Pay — the hours accrued for this period.
Taken This Pay — the hours being paid as leave on this pay.
Balance After — the balance once this pay is finalised.

This section shows how this pay changes the balance. For the employee's confirmed, up-to-date balance, use the places below.

Check leave balances¶

Leave balances are recorded when a pay run is finalised — draft pay runs don't change balances. There are three places to check them:

Employee → Leave tab. The Annual Leave and Personal Leave cards show the Current Balance, Entitlement and Opening Balance. The Leave Transactions table below lists one row per finalised pay run — Pay Date, Period, Type, Opening, Accrued, Taken, Adjustment and Closing hours — with a filter for All types, Annual or Personal. Click a Pay Date to open that pay.
Reports → Leave Balances. A company-wide list of every employee's Annual Leave and Personal Leave — Opening, Accrued, Taken and Balance — as at a date you choose, downloadable as PDF or Excel.
Employee portal. Employees with portal access see their own Annual Leave and Personal / Carer's Leave balances and history under Leave.

Correct or adjust a balance¶

Starting balance from another system. Set it in the employee's leave settings — Edit Leave Settings → Annual/Personal Leave Opening Balance (hours). The running balance builds on top of this. See How do I set up leave and leave loading?
Leave taken. Enter it as a leave pay item on the pay run (above); finalising the pay reduces the balance.
Adjustments. The Adjustment column in the Leave Transactions table shows any one-off correction applied to a balance (for example, during a migration from another system). These sit alongside the normal accrual and taken amounts in the running balance.

How leave appears on the payslip¶

When you generate the payslip (the Download Payslip button on the pay-run employee page), it includes the employee's leave balances — the accrual for the period, leave taken, and the balance after the pay — so the employee can see their leave move each pay. Employees with portal access can also see the same balances and history under Leave in the employee portal.

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