All of your employees are entitled to Sick Leave (SL) of 5 days and Domestic Violence Leave (DVL) of 10 days, if they have six months of current and continuous employment with you, or if they have worked for you for six months with an average of 10 hours per week and at least one hour in every week or 40 hours in every month.
Additionally, the entitlement continues every 12 months thereafter - to be clear, it is 12 months beginning at the end of the 6 month period, NOT from employee's start date.
Importantly, the entitlement to sick leave is not varied depending on part-time or full-time employment. Every employee is entitled to five days’ sick leave per year and can accrue up to 20 days of sick leave a year.
Default Leave Categories
You can read more detailed information on leave categories here. By default, each business will have system created leave categories configured for both SL and DVL:
Domestic Violence Leave
A few notes on the setup of both SL and DVL are as follows:
- Automatically accrues based on the employee's leave year: This setting allows you to define when the employee's leave year (for this leave category) will commence, as opposed to assuming that leave will commence accruing from the employee's start date. This setting is essential for SL and DVL because the entitlement falls after 6 months of continuous employment.
- Leave entitlement for leave to start after: this has been set for leave entitlement to start after 6 months from the employee's start date. This means that once the employee reaches their 6 month employment anniversary date, within the relevant pay run period that their 6 anniversary date falls within, the employee will accrue their SL/DVL entitlement in full. SL/DVL will continue to accrue in full every 12 months thereafter (i.e. 12 months from their 6 month anniversary date, NOT the employee's start date).
- Standard Allowance = Standard Days per year: This setting applied for SL and DVL entitlement allowance is set at 5 Standard days per year for SL and 10 Standard days per year for DVL.
- Accrue in advance: This setting is ticked because the employee is entitled to the full amount of SL (ie 5 days) and DVL (ie 10 days) when the entitlement period kicks in.
- Accruals for this leave category are limited to a maximum of: This setting has been applied to cap the amount of leave that the employee can accrue in a year. For SL, this is 5 days and DVL is 10 days.
- Carry over a maximum of: This setting has been applied to cap the amount of unused leave that carries over to the next entitlement period. For SL, this is 20 days and DVL is 0 days. For SL, the carry over maximum amount is in addition to the balance of leave accrued in the leave year i.e. carry over maximum is configured as 15 days + 5 days allowed per leave year = 20 days capping.
Setting up SL and DVL entitlements for employees
The crucial step here for the employee's annual holidays entitlement to accrue correctly, is to ensure the employee's start date is recorded accurately in the employee's details page.
You will notice that sick leave does not accrue per pay run, this is intentional, as it is not a concept found in the Holidays Act 2003. For the first 6 months of current and continuous employment as described above, employees are entitled to an additional 5 days’ sick leave. If an employee doesn’t meet the criteria, in any year they work for you, they do not accrue any new sick leave until they meet the criteria again.
SL and DVL entitlement will automatically kick in the relevant pay run period of when the employee has reached six months after their employment start date and also the entitlement continues every 12 months thereafter. Note: it is 12 months beginning at the end of the 6 month period, NOT from employee's start date.
SL and DVL entitlement will then be included in the employee's leave balances as shown in the above example.
After the SL and DVL entitlement is allocated to the employee, you may notice in the following relevant pay run for the employee, SL and DVL leave adjustment (as per above example) will display, this ensures that the maximum of 5 days for SL and 10 days for DVL has been reached for the leave year and carried over or adjusted accordingly where required. Note that SL is capped at 20 days and 10 days for DVL.
Pay Run Warnings
Within a pay run, you will notice at times a "Warnings" tab appear with a list of warnings pertaining to that pay run.
One warning of relevance here is the "employee may have missed leave entitlement".
This warning is useful as it will identify to the payroll administrator which employees may have missed their leave entitlement. A scenario where the employee may have missed their leave entitlement is if the employee is excluded from the pay run in the pay period that the leave should have been accrued in. This warning will appear in the next pay run and will display until you manually accrue the leave in a pay run for the employee.
To manually accrue leave, within employee row of a pay run, go to 'Actions' button, then 'Accrue Leave'.
then from the drop down, select 'Sick Leave' and input 5 days and, or 'Domestic Violence Leave' and input 10 days. Ensure you click on the calendar icon as shown below which will enable the yearly accrual cap. Then click on 'Save'.
It is important to note that you may require to adjust SL and DVL accordingly where you have manually added accrued SL and DVL to ensure that the employee's SL and DVL does not go above and beyond the SL and DVL cap.
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