To record annual leave taken by an employee:
 

• Click 'Employees' and select the required employee from the listing.
   

• Select 'Calendar' on the menu toolbar to display the employee's calendar on screen:
   

• Select the required date or range of days 
   
• Select Annual Leave from the listing of leave types offered on the right side of the calendar
   
• The selected day / date range will be flagged in yellow which is associated with this leave type
  
  
  

 

BrightPay will keep a track of an employee's annual leave entitlement based on the annual leave entitlement method set for them:

 

An employee's annual leave entitlement method can be set within the Employment section of their employee record: 

For employees whose annual leave entitlement method is one of the following:

• set number of annual leave days
   
• accrued by number of working days
   
• accrued by number of hours worked (set hours per day, excluding overtime)
   
• accrued by number of hours worked (set hours per day, including overtime)

Part days can be allocated by selecting the applicable date on the calendar and using the dedicated option to the right of the calendar to adjust accordingly. 

 

 For employees whose annual leave entitlement method is one of the following:

• accrued by number of hours worked (irregular hours, excluding overtime)
   
• accrued by number of hours worked (irregular hours, including overtime)

Hours can be allocated by selecting the applicable date on the calendar and using the dedicated option to the right of the calendar to adjust accordingly.

Please note: each annual leave entitlement method catered for in BrightPay is intended for guidance only. Professional advice should be sought in the event of any disputes or if in doubt.

Adjusting an Employee's Annual Leave Entitlement

By default, BrightPay will calculate an employee's annual leave entitlement based on the statutory annual leave entitlement of 5.6 weeks (12.07% for hourly paid employees). This can be adjusted by the user, if required e.g. an employee is awarded more due to long service.
 

• Within the employee record, select the employee's Employment tab
   
• Amend their Annual Leave Entitlement accordingly
   
• Save changes

Should the employee be paid by the hour, the percentage applied will also adjust accordingly:

Setting Annual Leave as set number of hours

If you wish to set the annual leave entitlement to a set number of hours for the year, you can follow these steps;

Go to the Employees tab > select the employee from the listing > Employment section. Change the annual leave calculation method to 'Accrued by number of hours worked (irregular hours, excluding overtime)'.

Change the Annual leave entitlement to 0 weeks

Tick the 'Include additional annual leave hours' field and then enter the number of set hours the employee will be entitled to for the year:

Important: You must only set the annual leave entitlement to 0 if you want to give a set number of hours for the year and not to be accrued by number of hours worked. If the employee is to accrue leave in hours as they work, the entitlement should be set to the correct number of weeks.

Note: If need to remove hours / reduce an employee's entitlement due to them leaving employment, you can either adjust the number of days / hours of entitlement for the leave year or use the adjustment field and put a negative figure in there.

If the annual leave is set to days - annual leave is available for employees to book in 1/4, 1/2, 3/4 and full days. These settings are pre-programmed into the software and there is no way to remove any of these options.

The Annual Leave Entitlement Summary and Calendar Report can be printed, emailed and exported (downloaded) to PDF, but it cannot be exported into Excel or csv file format.

FAQs Annual Leave 

Leave management permissions by user role

The ability to add, cancel, and report on leave in BrightPay varies by user role as follows:

Payroll Processors and Client Portal Users - have the same leave management permissions and can add and cancel all leave types, including sick leave, parenting leave, and annual leave. The only restriction for either role is employee visibility — a payroll processor can only access employers they have been given access to, and a client portal user can only see employees in the departments they have been assigned to and will not see employees marked as confidential unless they have been explicitly granted that permission. Client portal users can also run leave reports.

Managers - whether global, department, or individual; have the same leave permissions as each other; the only difference between manager types is which employees they can view. Managers can add all leave types except sick leave and parenting leave. Managers cannot cancel or remove leave from the calendar — this must be done by a payroll processor, administrator, or client portal user. Managers cannot run leave reports.

When an employee changes their working pattern; for example, reducing or increasing the number of days worked per week, BrightPay will not automatically adjust the annual leave entitlement. You will need to manually calculate the correct entitlement as follows:

1. Calculate the annual leave entitlement based on the old working pattern from the start of the leave year up to the date the change takes effect
2. Calculate the annual leave entitlement based on the new working pattern from the date of the change to the end of the leave year
3. Add the two figures together and update the employee's annual leave entitlement in BrightPay accordingly