This manual shows the basic settings to check in the ERP system to make sure vacation days and pay are calculated correctly.
- To check the settings:
1.1 Accruals and Deductions settings-
Go to HR and Payroll > Master Data > Accruals and Deductions.
Here, select the Work Time Type (MV for Annual Leave), set up the WPS file, and review the End of Service Benefits and Basic Accruals options.
1.2 Vacation Types-
(HR and Payroll section - See Also - Vacation Types), In this form, you need to check the following details:
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If in Set Annual Vacation duration setting selected As Fixed Duration - it is necessary to fill Days per Year amount.
What should you verify if the system isn't automatically calculating the vacation amount?
For example, if the Accumulated Vacation Pay amount for an employee is missing in the Balances of Accumulated Vacation Pay report, as shown in the image below:
- The vacation days available for all employees are determined by the Month Closing document (Calculation of Accumulated Vacation Pay documents). This document automatically calculates for each employee the days earned in the current month (Currently Earned Days column), the total available days (Available Days column), and the Accumulated Vacation Pay each month, based on the type of vacation and the employee’s work period as outlined in the Employment Contract document.
In Calculation of Accumulated Vacation Pay documents, it is possible to check the attribute Accumulate Vacation Pay (under each Employee) - this attribute automatically marks as selected if the same attribute is selected in the Employment contract document:
2.
- The calculation of Vacation Pay is also linked to the employee's length of service.
In the Vacation Type settings, the Employment Length in months should be specified. This means that the system will not calculate any amounts for the employee during the first five months of their employment. The first calculation will be included in the Month-End Closing document for the 6th month of employment.
3.
- Basis for Calculation:
You need to verify the Basis for calculating Vacation Pay.
Check this directly in the Vacation Document under the Basis Accruals tab. The accruals listed here should match those specified in the Employment Contract. Only with this alignment can the system accurately calculate the vacation pay amount.
4.
- Additionally, keep in mind the following payroll logic: If an employee is terminated and then rehired, it’s crucial for accurate calculations—including correct accruals and vacation days—to handle their records properly.
In the Termination Dismissal document, make sure to write off any remaining accumulated vacation days. Otherwise, the system will include these unaccounted vacation days in the Balances of Accumulated Vacation Pay report for the dismissed employee.
When creating an Employment Contract document for a new hire, a new employee card should be set up in the Employee master data. Make sure to link it to the original individual in the individual master data.
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