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Employee Leave Profile

An important part of the Holidays Act 2003 is the introduction of an Employee Leave Profile. This is the facility to agree, normally in a valid Employment Agreement, what the normal days worked, and hours worked each day, are for the employee.

This agreement

  • Reduces the number of decisions made when paying leave.
  • Means the employee's usual hours are shown on the Labour Department Report in Ace Payroll.
  • Eases the leave calculation.

When paying most leave types, Ace Payroll automatically senses the existence of an Employee Leave Profile.

If a Leave Profile does not exist for the employee, the following screen is shown

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Entering A Leave Profile

To create a Leave Profile for the employee, click Enter A Leave Profile from the above screen.

A Leave Profile can also be entered or modified from Employee / Modify Employee Details / Leave

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Enter the number of hours the employee normally works against the days normally worked.

Remember what you enter is only valid if agreed to by your employee, generally as a clause in an Employment Agreement.

If the employee does not have a regular work pattern, simply click Works Irregular Hours. This tells Ace Payroll that the employee does not have a leave profile.

Anniversary Day

You can also define the Provincial Anniversary Day observed by the employee. Click the relevant item, and select from all the New Zealand Anniversary days shown.

For many employers, all staff observe the same provincial anniversary date, so it makes sense to have a company wide default setting. Instructions for doing this are documented in Default Provincial Anniversary Day.

Public Holidays

There are 26 possible public holidays in New Zealand.

Section 43 entitles an employee to 11 of them.

By entering an Employee Leave Profile, the Ace Payroll software is able to determine with certainty which 11 of the possible 26 days relate to a specific employee.

Fixed Days

The following six days are always observed on the day they fall - Waitangi Day, Anzac Day, Good Friday, Easter Monday, Queen's Birthday and Labour Day.

Movable Days

An employee is entitled to two public holiday days at Christmas, and another two days for New Year.

Section 45 provides four possibilities for the two days at Christmas, and another four possibilities for the two days at New Year.

Based on the employee work pattern, the four possibilities for the two days at Christmas are Christmas Day, Boxing Day, and the 27th and 28th of December.

Similarly the four possibilities for the two days at New Year are New Years Day, and the three days after New Years Day.

For an employee who works regular days, Ace Payroll automatically senses the relevant two days for each of these periods, if an Employee Leave Profile is entered.

Anniversary Day

As well as the above ten days, every employee is entitled to take one Anniversary Day. This day can be one of Auckland, Wellington, Canterbury, Otago, Hawkes Bay, Taranaki, Nelson, Marlborough, Southland, South Canterbury, West Coast and Chatham Island.

The relevant day is also sensed from the Employee Leave Profile.

More on public holidays

Public Holiday Entitlements
Ace Payroll receives many calls immediately after every public holiday, asking whether a particular employee is entitled to be paid for the public holiday more..
Public Holiday Taken
Use this method for an employee who did not work on the public holiday, but would have worked had the day not been a public holiday more..
Public Holiday Worked
Use this method for an employee who works at any time on a public holiday more..
Public Holiday Calendar
A facility in Ace Payroll to check when public holidays fall in this and future years more..
Christmas and New Year 2016/2017
Working out public holiday entitlements during the 2016/2017 Christmas and New Year holiday period more..
Easter Sunday
Easter Sunday is not a public holiday, but shops cannot open more..
Easter Holidays 2016
The dates of Good Friday and Easter Monday this year more..
Waitangi Day
Waitangi Day commemorates the signing of a treaty at Waitangi on 6 February 1840 more..
Anzac Day
Anzac Day is held on 25 April each year to commemorate New Zealanders killed in war more..
Queen's Birthday
The Queen's Birthday is always observed in New Zealand on the first Monday in June more..
Labour Day
Labour Day is always observed on the 4th Monday in October more..
Southland Anniversary Day
Southland Anniversary Day is always on Easter Tuesday more..
Default Provincial Anniversary Day
Select the provincial anniversary day observed by the majority of your employees to make it the default more..
Payment For Sick Leave If Taken On A Public Holiday
You are not required to pay your staff time and a half if they call in sick on a public holiday they would have otherwise worked more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..
Ace Payroll Frequently Asked Questions
All the most common questions we are asked at Ace Payroll listed in a question format and grouped by category more..

More on holiday pays

Cashing Up Holiday Pay
From 1st April 2011 it is legal for an employee to cash up to one weeks annual leave each year more..
Understanding Termination Accruals
Handling of accrued holiday pay upon termination can be confusing. Ace Payroll explains the concept of accruals and demonstrates how termination pay is calculated more..
Holiday 52 Week History
It is not absolutely necessary to enter a full 52 week earnings history for correct holiday pay calculation more..
Holiday Pay - Daily Rates
An explanation of the calculation of a daily rate for an employee taking holidays after a full years service more..
Leave Calendar
Use the leave calendar to record actual dates taken for leave more..
Employee Leave Profile
The employee leave profile records which are the normal days worked by an employee more..
Casual Holiday Each Pay
This tutorial shows how to have Ace Payroll automatically pay a casual employee 8% holiday pay every time they are paid more..
Taxation of Holiday Pay
This article shows how easy it is to tax holiday pay according to IRD requirements more..
Annual Compulsory Closedowns
An annual compulsory closedown is where a business traditionally closes down for a number of weeks each year, usually over Christmas more..
Changing Holiday From 8% Each Pay
The procedure for changing a casual employee over to being a permanent employee in Ace Payroll for holiday pay purposes more..
Termination Holiday 8% Part Year Payment
How to pay the 8% of part year gross for an employee who has been employed for more than a year, receives four weeks holidays a year, and is terminating their employment more..
ERS Holiday Pay FAQ's
A selection of holiday pay FAQ's from the Employment Relations Service more..
Holidays 4 to 5 Weeks
How to manually change an employee from 4 to 5 weeks annual leave more..
Holiday Pay Miscellaneous
The reason why only full days holiday pay owing is shown on payslips rather than fractional days more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..
Ace Payroll Frequently Asked Questions
All the most common questions we are asked at Ace Payroll listed in a question format and grouped by category more..

Other leave sections

Public Holiday Entitlements
Ace Payroll receives many calls immediately after every public holiday, asking whether a particular employee is entitled to be paid for the public holiday more..
Public Holiday Taken
Use this method for an employee who did not work on the public holiday, but would have worked had the day not been a public holiday more..
Public Holiday Worked
Use this method for an employee who works at any time on a public holiday more..
Alternative Holidays
An Alternative Holiday is a day an employee is entitled to take off as paid leave, in return for having worked on a public holiday more..
Annual Holiday Entitlements
This article looks at entitlements to holidays as provided for by the Holidays Act more..
Annual Holiday Payments
This tutorial shows how to record holiday pay taken using the Annual Leave method more..
Sick Leave
Entitlements to sick leave as provided for by the Holidays Act more..
Bereavement Leave
Entitlements to bereavement leave as provided for by the Holidays Act more..
Time Bank
The time bank feature allows for the accumulation of hourly leave outside the legal requirements of the Holidays Act more..
Irregular Work Pattern
In this article we look at the calculation of Relevant Daily Pay for an employee that works irregular hours more..
Leave Owing Report
The Leave Owing report provides an estimate of holiday pay owing to all staff at a selected date more..
Holidays Act 2003
The full text of the Holidays Act 2003 more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..
Ace Payroll Frequently Asked Questions
All the most common questions we are asked at Ace Payroll listed in a question format and grouped by category more..