Leave balances - assign a balance

This guide explains the process to assign a balance to a staff record.

Contents

  1. What is a balance and when do I assign one? - fundamental information for HR to understand before assigning and checking balances.  
  2. Assign a balance - after reading section 1, how to assign a balance for any new appointment.
  3. Checking assigned balances - how to check the balance has been correctly calculated.
  4. Make balance adjustment - when and how to override the balance calculation. 

 

 

KEY REMINDERS

  1. After committing to an action, such as clicking SAVE, a green success message appears, wait for the dark green line to fill, before proceeding. 
  2. Ellipses = ‘three dots’, usually at the end of a row. 

ONLINE TRAINING

Details of our online training available and booking links can be found on the Workforce Management training webpage.

Note: This feature is currently limited to staff in participating departments which is being rolled out in stages throughout the University.  

For casuals and variable hours staff:  The assignment of a balance is only necessary for those staff submitting timesheets via HR Self-Service. 

 

Warning: Do not assign a balance until you have assigned the Pay Code Access Group and  Work Schedule. Otherwise the balance calculation will be incorrect.

See guidance: XX

 

  1. Use the University's central Holiday Calculator to calculate the expected leave entitlement for the current holiday year, taking into account FTE, days worked in current leave year, carry over, HEI long service etc.
  2. Note their entitlement.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
  2. Select the Balances tab.
  3. Click Assign New Balance.
  4. Select the correct Balance from the drop down. Each balance title includes the grade type, personal allowance, bank holiday entitlement and fixed closure dates.

NOTE: It is essential that the correct option is selected as this will calculate what leave the individual is entitled to based on the grade FTE, long service entitlement, as well as determining which bank holidays and fixed closure dates affect their leave calculation and bookings.

For more information see the 'Selecting the correct balance' guidance from the What is a balance and when do I assign one? section. 

  1. Complete the following fields:
Field* Description
Appointment Select the appropriate Appointment.
Period Defaults to the current holiday year. Only change if the appointment is starting in the next holiday period (eg appointing in September to start in October)

Balance Type

Select either Days or Hours. Full-time staff working a standard pattern should have their holiday assigned in days. Part-time staff and full-time staff working a non-standard pattern should have their holiday assigned in hours.

The correct system process for staff working full-time non-standard hours, should have their specific work schedule assigned as well as their 'balance type' being in hours (not days).  This will ensure the leave entitlement calculation and booking is accurate.  However, where staff in this situation don't have a formal working pattern, local HR team can decide how best to manage this and may choose to record their leave in days with the standard full-time work schedule.   
Balance Segment Select None (to allow staff to request part day leave).

 

  1. Leave all other fields blank.
  2. Click Save.  

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
  2. Select the Balances tab.
  3. Click Assign New Balance.
  4. Select Casual Holiday Accrual for the Balance.
  5. Complete the following fields:
Field* Description
Appointment Select the appropriate Appointment.

Balance Type

 Select Hours.
Balance Segment Select None (to allow staff to request part day leave).
Start Date* Enter the start date of the casual worker's appointment.
End Date*

Enter the end date of the casual worker’s first holiday year, this will be 12 months after their start date.

For example, if the start date is 1 August 2024, the end date will be 31 July 2025.

 

  1. Leave all other fields blank.
  2. Click Save.  

Guidance coming soon! 

Variable hours staff will benefit from this functionality in later waves of the roll out of Workforce Management.

Providing all other relevant data has been recorded on the staff record, eg work schedule, FTE, target end date for fixed term staff etc, the leave calculation must be reviewed.

  1. Review the system calculated balance against the calculation against the expected entitlement from the University's central Holiday Calculator (see section 1 - Calculate leave balance) .  
  2. If there is a reasonable difference, update the system by making a Balance adjustment, if there is a significant difference contact HR Systems Support.

The University central Holiday Calculator will be correct, please see the following two sections for detailed guidance:

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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