How Do I Recalculate Leave Accruals Across Past Pays In The Online App?

The Recalculate Leave On Pays tool lets you retroactively apply an employee's current leave settings to previously completed pays. Use it when you have corrected an employee's leave settings and need their historical accruals to reflect those changes.

Before running the tool, review and correct each affected employee's leave settings under Employees >> Leave >> Leave Settings. The recalculation applies the current settings to each selected pay, so the settings must be correct before you start.

To open the tool, navigate to Tools >> Recalculate Leave On Pays in the online app.

The wizard runs through five steps:

1. Date range ÔÇö Set the earliest and latest pay dates you want to recalculate leave accruals for. The wizard pre-fills the current report date range as a starting point.
2. Select employees ÔÇö Choose one or more employees whose leave accruals you want to recalculate. Only active (non-terminated) employees are shown by default.
3. Select pays ÔÇö The wizard lists all completed pays for the selected employees within the date range. Select the pays to include. In most cases you will select all pays in the range.
4. Select leave types ÔÇö Choose which leave types to recalculate: Annual, Sick, and/or Long Service. At least one leave type must be selected to continue.
5. Leave Recalculation Results ÔÇö Review the tentative recalculated amounts before committing. Green values indicate the recalculated accrual is higher than the current amount; orange values indicate it is lower. Click Print/Preview to download a PDF report of the results.

When you click Finish on the results screen, a confirmation prompt appears: Confirm Leave Recalculation. Confirming will overwrite the existing accrual amounts on all selected pays with the recalculated values. This action cannot be undone, so review the results carefully before confirming.

If you only need to correct a leave balance at a point in time rather than recalculate across multiple pays, use Employees >> Leave >> Leave Entitlement Adjustments to enter a manual adjustment directly.

For more information on how leave accruals work and how leave settings affect them, see How Does Lightning Payroll Calculate Leave Accruals?. For general guidance on correcting leave totals, see How Do I Correct or Adjust Leave Totals?.