This article will guide you on how to close the year on the Leave module and how to carry forward or pay any remaining hours to the employees. Before starting the end-of-year process make sure that there are no pending leave requests, and if there are, first they must be approved. The system will not allow you to proceed unless all pending leave has been approved, rejected, or deleted.
Important: This process should be done as the last step of the year since employees will not be able to request any more leave for the current year once this is closed.
Step 1: Launch the WorkForce Leave module
Step 2: Click on End of Year from the left-hand side menu.
Step 3: Select the Year and Leave Type that you would like to close
Step 4: Click on the green Process End of Year button
Step 5: Click on the Click here to Refresh Status hyperlink. Upon clicking on the link, all employees with their respective remaining leave entitlement will appear.
Note: You can sort and filter your employees by clicking on the Sort and Filter button at the top-right of your screen
Step 6: Enter the hours you would like to pay and/or carry forward for each employee followed by pressing the Enter or Tab key from the keyboard. Moreover, select the date to which the Carried Forward hours are valid (By default, this field is pre-populated with the last day of the year after).
Note: This step can be done in bulk by selecting all employees from the left-hand side, and clicking on the Update Selected Employees (#) button at the top-right of the screen.
Note: Paid leave will be paid according to the pay run date. For example, if you are processing a monthly pay run, and run the end-of-year Leave process on any day in January, then the leave will be paid in the first pay run of that year.
Step 7: After all the employees have the remaining paid or carry forward hours sorted out, please proceed to press the green button Finalise End of Year.
After finalising the end of year, you automatically open the Leave Type for the year after with the respective Carried Forward hours for each employee.