Rosie ParkinsonJul 29, 2026

Managing Employee Leave and Payroll Updates 📅

Managing Employee Leave and Payroll Updates 📅

Rosie Parkinson

Learn how to manage employee leave updates, including assigning hours to specific days, handling multiple pay rates, and processing partial day requests. This update ensures accurate payroll reporting and seamless integration with contracted hours.

Managing Employee Leave and Payroll Updates 📅

Rosie Parkinson

Learn how to manage employee leave updates, including assigning hours to specific days, handling multiple pay rates, and processing partial day requests. This update ensures accurate payroll reporting and seamless integration with contracted hours.

Chapters

00:00

Introduction

Overview of the new leave and holiday update features.

00:22

Adding Leave Requests

02:51

Multi-Contract Leave

04:59

Editing Leave

05:37

Partial Days and Allowances

07:19

Payroll Integration

Transcript

00:01

Hi everyone.

00:01

I am going to show you through the leave updates that we've done.

00:06

So we've added some new updates to leave and adding holiday, which means that it's more accurate when it comes to showing them against payroll and also showing it against contracted hours, for your staff.

00:22

so if I am an admin, I just go to my usual leave page to add annual leave for one of my workers holiday.

00:31

I can choose when they book it off.

00:36

and now what you will see is instead of just adding in the total hours for that whole leave, you can assign the hours to each day.

00:44

So this is to make sure that it's really accurate when displaying your contracted hours, but also for payroll.

00:53

So for example, we can see that this particular worker Alice has been rostered for shifts on Monday and Tuesday.

01:01

So it's factored in that there's 11 hours there that she was rostered to work.

01:05

She wasn't rostered on Wednesday, so zero hours have been added here.

01:10

And then she has two non working days, Saturday and Sunday.

01:14

So it's also not rostered those in.

01:17

So it showed that in total she's requested 33 hours over seven days.

01:22

So that's what's been pre populated.

01:25

If they haven't been rostered, the hours will default to zero.

01:30

But there is nothing stopping an admin coming in here and editing or changing these hours if they need to do this.

01:38

Let's say that I realized these hours were wrong and I wanted to Change this to 10.

01:42

You'll see that the hours for her allowance also add up here, here as well.

01:49

If you're one of our customers who doesn't currently add allowances, that's fine, you can still use this, it just won't show the allowances at the top here.

02:00

So once you're ready you can just click submit and that will update Alice's leave.

02:08

So she's now got that leave.

02:09

And then this is our usual flow where you can look at those shift conflicts.

02:13

You, you can reassign them, you can cancel them, leave them to open.

02:18

So it's up to you to do all of that.

02:22

So we won't do that just now.

02:23

but I will add some additional leave for another staff member.

02:29

So we'll go for Daniel again.

02:34

this is all available on the mobile app too.

02:37

So your staff will also be able to do exactly the same thing on their mobile and request it in hours as well.

02:43

And it will pre populate just like I've shown you here.

02:51

So this time around I'm just creating another leave request for another employee.

02:56

This time it's Daniel.

02:58

So put Daniel's holiday in.

03:00

He's also taking off the week of the 10th to the 16th.

03:04

However, Daniel has, more than one pay rate.

03:08

So that means that he, either works at different locations or he has different job roles.

03:15

and based on that, they might have different payment amounts.

03:20

So, for example, he could be a carer maybe and gets a certain pay as a carer, but also picks up senior carer shifts and gets a different pay rate.

03:32

In those scenarios, quite often people still just have leave linked to one of their contracts.

03:39

If that's the case, your leave will be just like Alice's in the last scenario, and it'll all be attributed to that one contract and that one allowance.

03:49

However, if your leave is split between two different contracts and two different pay rates, we will display both for you.

03:59

Sounds a little bit complicated, but hopefully we've made this nice and clear for you to figure out as well.

04:05

So Daniel has got these two job roles and he's got allowances linked to both job roles.

04:12

We can also see that he had shifts rostered for the period he was away as well.

04:17

So he had 11 hours on job role two book for the Monday, 11 on job role one for the Tuesday, and then so on here.

04:26

So what it's done is it's attributed the leave based on the shifts that were booked, and the contracts that they were linked to.

04:36

So here we could always go in and edit this and adjust this and maybe he wants to take more leave from job two than job one.

04:43

But this can all be edited, for Daniel in here.

04:47

And it will make sure that when it comes to your payroll, it's really clear, how much leave he's getting and against which pay rates.

04:59

So let's say I have actually got a message from Alice and she wants to edit the leave again.

05:05

We can click on the leave here, we can click edit and you can adjust that.

05:11

So maybe you've got the contracted hours wrong or the amount of leave hours wrong.

05:15

You can come in, you can update it here and you can save that request and it will update the total leave hours.

05:24

Obviously, that's only if it's already in payroll.

05:28

Sorry, not in payroll.

05:29

if it is in payroll, you have to do it as, it will come up as an adjustment in a future payroll report.

05:37

and then you can also, you might have seen from those examples, request a partial day off.

05:47

So let's say, I'm Ava and I, I want to.

05:51

I've got a doctor's appointment.

05:53

I can request, half a day off here.

05:56

So we just remove this all day.

05:59

And we would put in the times here.

06:03

So let's say she needs to be off between 9 and 12 and I could put doctor's appointment.

06:09

this would then show on the rota that she's not available between 9 and 12, but obviously is still available and can still be rostered for the rest of the day.

06:21

You'll notice here, however, that Ava, we can't submit this request for Ava, or Ava when she's on her mobile, wouldn't be able to submit this request.

06:31

And that's because the leave allowances haven't been set up.

06:36

So to do this, this will, direct you to their profile and you'll need to go into their contract and you'll see here we'll need to make sure that we've added her leave allowance.

06:53

And this can be edited here so we can make it pro rata if it's partway through the year.

06:59

We can update her allowance based on what she's already used, and also what her allowance is throughout the whole year and then add that and, save it.

07:11

And now I would be able to submit leave for Ava and she would also be able to submit it for herself on the app.

07:19

So how does this also work with payroll?

07:23

so now, if I go to a leave request and open up Alice's again here, let's say that payroll took place on Tuesday 28th July, then I would know that this 12 hours and this 8 hours.

07:40

So that total of 20 hours there goes in the first payroll period and the rest of the week leave is attributed to that next payroll period.

07:51

So we know exactly how the leave is broken up between payroll periods there, as well.

07:57

If, let's say your annual leave year ends on the 31st of December, and someone books leave, over that period.

08:09

So let's say they book it from 25 December up until 2 January.

08:15

Again, it would split the allowance between both years.

08:18

So it would take, the two days in January from their next allowance in that next future year.

Managing Employee Leave and Payroll Updates 📅 — Tella