How to Manually Track Fixed Vacation Leave / Sick Leave on PayrollHero

You can use PayrollHero to manually track Vacation Leave or Sick Leave (VL / SL) for your employees.  It is quite easy to set up but will require some maintenance.  This system works for companies that give a fixed amount of days each year to their employees.

To manually track VL & SL we are going to create a bank and put the cash equivalent of their VL/SL into that bank. By making this bank redeemable and setting the redeemable unit to days that cash amount will show up as the equivalent amount of days on the employee’s payslip.  

Then when an employee uses a VL or SL you just set their attendance to unpaid day off or absent.  Then make a payment for the cash amount of their day taken.  This will show up on their pay slip as VL / SL and take off the correct amount of days

454

Set Up

  • Set up a bank

  • Calculate your employee’s VL/SL cash amount

    • Monthly Paid Employees

    • Hourly Paid Employees

  • Pay the amount into the bank

Administration

  • Paying Out

  • Employee Promotions

Set up

Set up a bank

  1. Go to settings
    cv

  2. Click on 7

  3. Now click on 8878

  4. Create a bank with the following settings
    8787

    1. Name: Either Vacation Leave or Sick Leave (Depending on which you are setting up)

    2. Redeemable: Yes

    3. Redeemable Unit: day

    4. Redeemable Frequency: each month

    5. Redeemable date: blank

  5. Then click 88

Calculate your employee’s Total Vacation Leave / Sick Leave cash amount

 

The system actually calculates the daily amount automatically.  To look up the employee’s daily rate do the following:

  1. First find the employee
    654454
    OR
    234512

  2. On the general information page look at current wage
    5645

  3. Multiply that daily amount by the total amount of days VL / SL you provide

    So if you provide your employee with 5 days VL/SL and their daily rate is 400 you would do 400 x 5 and this would be a total of 2000.

Add the cash amount to the bank

  1. Create the following payment
    45454

    1. Make sure the date you use is during the next pay period for the amount to be added to the bank immediately.

Administration

Paying Out

Resolving Attendance / Scheduling

Resolving Attendance

If the employee was scheduled to work and the schedule wasn’t removed you are going to need to resolve the employee’s attendance.  When you do this you should resolve their attendance as absent.
121

Scheduling

If you are notified with sufficient time to update the schedule go the shift cal and mark the day(s) as an unpaid day off
63451

Making the Payment

Calculate the cash amount of vacation leave or sick leave utilized.

  1. First find the employee
    654454
    OR
    234512

  2. On the general information page look at current wage
    5645

  3. Multiply that daily amount by the total amount of days VL / SL the employee has utilized.

    So if your employee takes 2 days VL/SL and their daily rate is 400 you would do 400 x 2 and this would be a total of 800.

  4. Make a payment with the following settings
    23254

    1. Make sure the date you use is during the next pay period for the amount to be added to the bank immediately.

    2. Enter Your Label – this is how it will appear on the employee’s paystub

  5. Click 35654

Employee Promotion

When an employee gets promoted you will need to increase the balance in both their VL & SL banks to reflect their promotions.

  1. Before making the promotion take a note of the previous positions daily rate.

  2. Make the promotion

  3. Now record the new daily rate

  4. Subtract the old rate from the new and then multiply the difference by the amount of VL / SL days left

    So if your employee previously made 400 pesos a day and had 4 days left in his bank.  After his promotion he makes 450 pesos a day.  The sum would be as follows

    450 – 400 = 50 <- difference in daily rate
    50 x 4 = 200

  5. When you have calculated the difference make the payment below
    478787

    Make sure the date you use is during the next pay period for the amount to be added to the bank immediately.