Holiday Accrual Balances in EVOX

Background

Functionality was introduced for EVOX to calculate and store the holiday accrual balances using the payroll export process. This functionality was implemented due to move from Select Pay to IRIS.

Personnel’s Accrual Percentage

Navigate to the personnel tab and search for the employee.

Click on the employee’s name to open their personnel record.

If the employee has a payment category set as ‘PAYE’ you will see a field for ‘Holiday Accrual Percentage’ under the Other Section within the Details tab.

If the employee does not have a payment category of ‘PAYE’, this field will not be visible.

You will be able to change this percentage if required by clicking the edit button, inputting the new percentage and then pressing save. Please note that users will require the right ‘Can create/edit/delete personnel records (and view confidential details)’ to make changes to this field.

Please note that any changes to accrual percentages will be marked on the report by an * next to the Balance. This shows the user that there is a discrepancy in balance caused by changing the accrual percentage during the current period.

Managing Holiday Pay Balances

A new page has been created to input opening holiday balances for personnel and to make any required adjustments to the balance.

The new page ‘Holiday Pay Balances’ is visible within the Timesheets tab. Please note that users will require the right ‘Can Manage Holiday Pay Balances’ to have access to this page.

The page currently allows users to filter holiday balances by worker (if applicable), and then be either year or payroll period.

Once the user clicks ‘search’ the table will be populated like the below.

The above table will show any opening balances, balances created through payroll job costing, as well as any adjustments that have been made to their holiday pay balance.

If the user clicks ‘Adjust Holiday Balances’ they will be able to input any opening balances or make any adjustments.

The user will then pick an employee from the ‘Worker’ dropdown, select the ‘Payroll Period’, the ‘Type’ – either Opening Balance or Adjustment, and input the ‘Amount’.

The user would then click ‘Create’ to save either the opening balance or adjustment of holiday pay for that employee.

PLEASE NOTE THAT ADJUSTMENTS SHOULD ONLY BE MADE AFTER THE PAYROLL EXPORT HAS BEEN PROCESSED FOR THAT PAYROLL PERIOD. 

IF ANY ADJUSTMENTS ARE MADE FOR FUTURE WEEKS (BEFORE THE PAYROLL JOB COSTING HAS BEEN PROCESSED FOR THAT WEEK), THIS WILL THROW THE REPORT OFF AND SHOW THE REPORT FOR THE FUTURE WEEK THE ADJUSTMENTS HAVE BEEN MADE ON.

Please note that when making adjustments the ‘Amount’ field will overwrite the balance, so this value should be set to what you want the Balance to display as.

Any changes to balances will be marked on the report with an * displaying next to the Balance. This shows the user that there is a discrepancy in balance caused by adjusting balances during the current period.

Accruals within the Payroll Export Process

Users will process the payroll exports as normal by navigating to the Accounts tab and clicking ‘Job-cost payroll’.

The process will remain the same but a new screen ‘Payroll Holiday Summary’ will appear before exporting. This screen will show the employee and their accrued holiday pay for that period and any holiday pay paid out.

This screen will act as a display only, no edits can be made to the holiday accrued or paid out amounts.

Users will click ‘Continue’ and export the payroll job costing for that period as normal.

Once the payroll job costing has been exported, the holiday balances for personnel will update within the ‘Holiday Pay Balances’ screen. Any updates to balances due to payroll exports will show as ‘PayrollBalance(auto)’.

Holiday Pay Accruals Report

Before the Holiday Pay Accruals process was within EVOX, the Holiday Pay Accruals report pulled in data from Select Pay.

A new report called ‘Holiday Pay Accruals New’ has been introduced to output the same data but will now pull from EVOX rather than Select Pay. Users will require the right ‘Can view these specific reports’ to access this.

Users will be able to export the report to PDF, Excel and CSV. The report can be filtered by department.

Once exported, the report will look like the below:

This will feature the same output as the previous report, with an additional column for the personnel’s accrual percentage.