If you have chosen to automate your pay runs it is essential to know how expense requests and leave requests will be treated in the pay run. Please do not make the assumption that leave requests and expense requests will automatically be processed in an automated pay run.
This article will explain in detail the different scenarios for leave and expenses and what happens in the automated pay run.
Expense Requests
Scenario 1 - Approved expense request dated within the pay period: Expense request will automatically be applied in the pay run.
Scenario 2 - Pending expense request dated within the pay period: Expense request will NOT be automatically applied in the pay run.
If, however, you have selected the warning "Pending Expense Requests" in the automated pay run configuration, the automated pay run will stop and the specified users will be notified as such via email. This will allow the full access user to approve the expense request which, in turn, will automatically apply that request in the pay run.
Leave Requests
Scenario 1 - Pending leave request with a start and end date within or prior to the pay period: Leave request will NOT be automatically applied in the pay run.
If, however, you have selected the warning "Pending leave requests" in the automated pay run configuration, the automated pay run will stop and the specified users will be notified as such via email. This will allow the full access user to approve the leave request and then apply that request in the pay run.
Scenario 2 - Approved leave request with a start and end date within the pay period: Leave request will automatically be applied in the pay run.
Scenario 3 - Approved leave request with a start and/or end date that spans more than one pay period: The leave request will ONLY be automatically applied in the pay run if the employee with the leave request has advanced work hours set up in their profile. The reason it is possible to do so in this scenario is because the system knows the exact days and hours worked by the employee so will know how many hours of the leave request to part apply in the pay run.
If the employee does not have advanced work hours set up, the leave request will NOT be automatically applied in the pay run. If, however, you have selected the warning "Leave request extends past pay run dates" in the automated pay run configuration, the automated pay run will stop and the specified users will be notified as such via email. This will then allow the full access user to manually apply a pro-rata number of hours against the leave request in the pay run.
Scenario 4 - Approved leave request with an end date prior to the pay period: The leave request will NOT be automatically applied in the pay run.
If, however, you have selected the warning "Leave request ends before pay run dates" in the automated pay run configuration, the automated pay run will stop and the specified users will be notified as such via email. This will then allow the full access user to manually apply the leave request in the pay run.
If you have any questions or feedback, please let us know via support@yourpayroll.com.au.