How to Implement Leave Accruals
Overview
Leave accruals of a wide variety can be setup and maintained in TASS.web to cater for virtually any award, enterprise bargaining agreement or individual contract requirements.
As each pay run is processed, the various leave accruals are maintained automatically for each employee based on the hours/days paid to the employee in that pay run. This is done for both full time and part time employees (and even casual employees if required) and has the flexibility to cater for different scenarios within each leave type.
To facilitate this, the Award Calculations must be setup and configured by a TASS consultant in consultation with the school.
The Award Calculations area uses calculation rules in conjunction with 5 generic calculation methods to cater for the different scenarios at a site. A library of standard calculation rules is available plus other rules based on these 5 methods can be easily added to suit specific needs.
In addition, a quote can be provided for the development of custom method(s) to cater for requirements beyond the scope of these 5 generic methods.
Specification of Requirements
The first step is for the school to specify their requirements. This must include the leave types to be maintained (eg. annual leave, sick leave etc.), the quantity of entitlement to be accrued for each leave type (e.g. 8 days sick leave per year for some employees and 10 days sick leave per year for others etc.) and any other factors affecting the calculation (eg. a pro rata period etc.).
It is very important that all scenarios that must be catered for across the entire payroll are included in the specification. Use the Leave Accrual Worksheet below and refer to the example Worksheet as a guide.
Configuration by TASS
This is complex area and it is recommended that you engage a TASS consultant to assist you with the critical system configurations needed for leave accruals.
After submitting your completed Leave Accrual Worksheet to your TASS consultant, some discussion will be required to clarify or verify the requirements.
TASS will give advice on the Awards that must be setup in program Payroll > Setup Information > Payroll Setup on the 'Awards' tab.
TASS will then proceed with setting up the Award Calculations in accordance with the completed Worksheet. The time to complete this process could vary greatly from site to site depending on the number of Awards and other factors – use 4 hours as a rough estimate where there are 2 Awards.
If a custom method is needed this must also be developed and installed at this time. A separate quote will be provided and a lead time of 4 weeks should be allowed.
Training and Support
If you are already processing payments in payroll, then some parameters and setups will need to be reviewed to ensure compatibility with your requirements for leave accruals. These include:
The pay rate unit of measure used in the payroll
The awards setup and how they are used
The setup of paycodes
The setup of accruals
How paycodes are used
A week prior to the commencement of your next pay run; a TASS consultant will provide some consulting to review these setups with the payroll user(s) and provide some specific training.
During this training, some pay envelopes will be loaded and calculated and the accruals generated will be verified with you. The time to complete this process could vary greatly from site to site – use 4 hours as a rough estimate.