You'll need to setup and configure Leave in Tanda so your staff can select the correct Time off Types when they request Leave and so it exports correctly to your Payroll system.
To access Leave in Tanda, go to Compliance > Customise Your Setup > Time off Types:
If you're viewing this page for the first time, you will have some default leave types including Annual Leave and Personal Carer’s Leave. These will be set to apply to all staff so may need to configured to reflect your business.
Delete Unused Leave Type
We recommend the first step is to delete any default Leave Types in your account that you don't use in your business or you will process in your Payroll & Accounting system. Some leave such as Maternity Leave or Long Service Leave is easier to pay directly in your Payroll system as it isn't Timesheet dependant.
To remove, just click the trash can icon on the end of the row where the leave name is listed:
However, if the you have previously imported leave balances for this category, you can't delete it. The trash bin icon will be greyed out and will show you a message:
The next step is to configure existing default Leave Types or create new ones.
To edit existing default Leave Types, click on the name. In this example, we'll use Annual Leave. You can keep the name as Annual Leave, if your business refers to it as Holiday Pay you can type this instead:
In the Export name, select the relevant name from your Payroll system. For Live systems (such as Xero and MYOB ARL), you can click the drop-down to select the name. For other systems, type the name exactly as it is spelled in your Payroll system for it to match up.
If you pay Leave Loading and use MYOB, you'll see a second export name field visible, this is where you'll select or enter the name from your Payroll system for this:
Next down, you'll see the Award Template that this Leave applies to. In most scenarios, this can be left to apply to All Staff. You would set this as Award specific if you have Award specific Pay Items/Categories for Leave in your Payroll system.
Next, set when you want the Leave to apply, for the majority of Leave this will be any day, but you can also only apply Weekdays if you don't have Leave on Weekends:
If you have a business that counts weekends as Paid Leave, you'll need to ensure this is enabled in your Settings. You can check this in Settings > General Settings > Time Off tab and tick Cost leave requests on weekends:
Next, set who the Leave should apply to. If you keep this as All Staff, everyone will be able to see the leave type. Even though Casuals should know they can't apply for paid leave, it's best practice to set the Leave Type to only apply to say, Salaried, Full Time and Part Time, so Casuals can't see it. Click on Categorised Staff and then you'll see all your Award tags available:
Finally, set the Pay rate multiplier. This will be set to 1 or 1.175 if you have Leave Loading:
To configure Leave to not export to your Payroll software, as in the case of Unpaid Leave, select the Do Not Export option, otherwise leave unticked.
Automatically approve leave
If you have certain types of leave that you want to be notified about but don't want to have to approve / decline you can set them to automatically approve. Ticking the automatically approve flag on leave types means:
- Employees won’t know that this type of leave is automatically approved, 10 minutes after submitting their leave they will receive an email letting them know it has been approved, this process should appear no different to the leave types that do require approval
- Managers will receive an email with the details of the leave request however there is nothing for them to action, the email will highlight that this is an automatically approved leave request
Prevent negative leave
Enabling this setting on a leave type will prevent employees from submitting leave that would put their leave balance into negative hours (for that leave type). Each leave type has to be configured separately.
Managers and admins will be able to override this for employees by submitting on behalf of them, but the warning message will still appear. Managers and Admins can't submit negative leave requests for themselves.
Click Update at the bottom to save any changes.
You can repeat this process for any other Leave types that you want to use in Tanda or click on + New leave type in the top right corner.