Reversing incorrectly assigned alternative leave in a pay (New Zealand)
Alternative leave, not to be confused with Time in Lieu, is a statutory entitlement that is accrued if an employee has worked on part or all of a Public Holiday, so long as that Public Holiday day would otherwise be a working day for the employee. The employee is to receive a day off that can be taken at a later date, in exchange for forgoing their statutory holiday.
If the employee would not normally have worked on the day that the Public Holiday falls then no Alternative Leave day is accrued.
If an Employee was given Alternative Leave that they were not entitled to, this will need to be altered so that they have the correct balance. The Employee may have planned to work this day which had already been processed in the previous Current Pay and now needs to be adjusted.
To correct the Alternative Leave Balance, this can be done through a One-Off Pay or a Current Pay. Below are two options for processing the correction, depending on what is to appear in reports and the information entered in the original, incorrect pay.
Option 1
This option can be done in either a One Off Pay or a Current Pay as it uses the Alternative Leave Taken section and entering the number of Days (or Hours) that the balance is to be reduced by. If the calendar had had the days marked as "Dates Worked" in the original pay then they would be marked as "Dates Taken" in this option.
- Go to the Employee that is to be adjusted then select Alternative Leave from the middle of the list of Pay Items or click on the Leave button on the left-hand side and in the Leave Screen that appears select Alternative.
- Once in the Alternative Leave Screen, the "Days to reduce entitlement" (or "Hours to reduce entitlement") field is where the adjustment is to be done. Do not enter anything into the "Hours to Pay" field as this will pay the Employee. Enter the Days (or Hours) figure that the balance is to be reduced by, making sure that the Amount field is also zero.
- If the 'Dates Worked' button had had dates marked in the original pay for these incorrect days, click on the 'Dates Taken' button and mark those incorrect dates. The Days Taken report will show the dates marked in both pays so long as the date range used in the report covers both pay periods.
- It is recommended to add a note for what has been done as the record will show the Employee had Alternative Leave removed without being paid.
Option 2
This option is done in a One Off Pay as it is a reversal of the Alternative Leave in the original pay, using the Alternative Leave Worked section and entering the number of Days (or Hours) that the balance is to be reduced by as a negative figure. If the calendar had had the days marked as "Dates Worked" in the original pay then they can be marked as deleted in "Dates Worked" in this option.
- Create a One Off Pay using the sames dates as the original pay and for the affected employee(s) only. Do not copy the Standard Pay as the employee is not being paid and the changes are only for the Alternative Leave Worked.
- Go to the Employee that is to be adjusted then select Alternative Leave from the middle of the list of Pay Items or click on the Leave button on the left-hand side and in the Leave Screen that appears select Alternative.
- Once in the Alternative Leave Screen, the "Days Worked" (or "Hours Worked") field is where the adjustment is to be done. Enter as a negative the Days (or Hours) figure that the balance is to be reduced by.
- If the 'Dates Worked' button had had dates marked in the original pay for these incorrect days, click on the 'Dates Worked' button and find those incorrect dates. Right click on an incorrect date then select 'Delete' and this will mark the date with an X. The Days Taken report will show the dates marked in both pays - the original dates plus the reversed dates.
- It is recommended to add a note for what has been done as this will explain what changes were made and why the changes have been made.
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You can also find more help resources on the MYOB Exo Employer Services Education Centre for Australia or New Zealand.