How to allow a user to bulk update employee leave balances in a pay run

Overview

Adjusting leave balances can be a time-consuming process if there are multiple employees that require changes to leave balances. This is due to only being able to adjust leave for one employee at a time.

We have introduced a new feature that allows you to bulk update leave balances which is particularly useful when policy changes occur such as with the updated Paid family and domestic violence leave that demand many employees have their leave changed.

Another reason to use this functionality would be if a group of employees incorrectly accrued leave and their balance needs to be wiped out or, on the other side, employees did not accrue leave and so leave needs to be added to their entitlement

This enhancement will mean that multiple employees leave balances can be adjusted in a bulk action, making the process more efficient by saving valuable time.

Getting Started

1. Log into your Roubler platform
2. Go to the Management > Payroll > Pay Run
3. Click New pay run or select an existing pay run and unlock the pay run
4. Select Pay run actions 
5. Click on Bulk adjust leave balances.
   
6. Previously, leave balances had to be adjusted line by line by selecting each employee individually. This instead launches a new context panel. Within this panel you can bulk apply leave adjustments one category at a time to as many employees as you wish.
   
7. Filter employees either by selecting All Employees in this Pay Run or Search by Employee List then select.
8. Next, Adjust leave Balance is a drop-down menu to select leave category.
   
9. Click Apply.
10. You will be taken back to the Pay Run view where a New tab will appear called Leave balance adjustments.
11. Click Leave balance adjustments.
12. It shows a new area at the top of the pay run.
    
13. It lists the employees who have been added to any leave balance adjustment and now you can complete that adjustment and apply it to the pay run.
14. You are shown:

• Employee name
• Leave Category
• Current balance
• Leave Adjustment
• New Leave Balance
• Notes 
• Status

15. Select which employees you need to apply to this pay run.
16. Enter the new leave balance for each employee. 
17. The system auto calculates the adjustment to show the new balance.
18. You have the option to enter any notes required
19. Click Apply to pay run.
    

Further Options

Filters

There are three filters across the top when you select the leave balance adjustments tab.

1. Search employees
2. Select Category

Search employees

1. Ensure you are in the leave balance adjustments tab.
2. If you want to adjust one employee first from the bulk update, you can locate them by using the search filter. Search for them by name in the search bar at the top left of the page. 
3. Apply adjustment.

Select Category

If you have applied more than one bulk adjustment you may have used more than one category - note you can only select employees pertaining to one category at a time. We have added a drop down filter at the top of the Leave balance adjustments page that allows you to view employees by leave category so that you can, if you wish, just concentrate on adjusting them category by category or in case it makes it easier for you to locate something in particular.

1. Ensure you are in Leave balance adjustments tab.
2. The category filter is at the top of the page.
3. Select the leave category you want to adjust the employees for. Note this will only show employees you have previously added to the bulk import by clicking either on Bulk adjust leave balances or Additional leave adjustments.

Additional leave adjustments

After completing your first set of leave adjustments, you can add a second category of bulk updates or add new employees to the first one by clicking the Additional leave adjustment button. 

This launches the Bulk leave adjustment context panel.

1. Choose employees either by All Employees in this Pay Run or Search by Employee List then select.
2. Select leave category.
3. Click Apply.

Clear All Values

1. Log into your Roubler platform
2. Go to the Management > Payroll > Pay Run
3. Click New pay run or select an existing pay run and unlock the pay run
4. Select Pay run actions 
5. Click on Bulk adjust leave balances.
6. Select your employees and preferred leave category.
7. Click on the Leave balance adjustments tab.
8. If you now start to enter your employees' leave adjustments but there are errors and problems, select Clear all Values to start again.