How Do I Recalculate Leave Accruals On Historical Pays?

The Recalculate Leave On Pays tool retroactively applies an employee's current leave settings to previously completed pays. Use it when leave settings were incorrect or missing at the time the pays were processed, and you need to bring historical accruals in line with the correct settings.

Before running the tool, review and correct each affected employee's leave settings under Employees >> Leave >> Leave Settings. The tool recalculates based on the current settings ÔÇö if those settings are still wrong, the recalculated amounts will also be wrong.

An automatic backup of your data is made before the recalculation is applied in the desktop app. In both apps a confirmation step is presented before any changes are saved.

In the Desktop App

Open the tool from the menu bar: Tools >> Recalculate Leave On Pays. You can also open it for a specific employee from Employees >> Leave >> Leave Entitlement/Adjustments and clicking Recalculate Accruals On Pays.

1. Specify Date Range ÔÇö Enter the earliest and latest pay dates you want to recalculate.
2. Select Employees ÔÇö Choose one or more employees. Only active employees will have changes applied, so ensure any affected employee is not marked as terminated.
3. Select Pays ÔÇö The wizard lists all pays for the selected employees within the date range. Select the pays to recalculate. In most cases you will select all pays shown.
4. Select Leave Types ÔÇö Tick the leave types you want to recalculate: Annual, Sick, and/or Long Service. At least one must be selected to proceed.
5. Review Results ÔÇö The results screen shows the current accrual alongside the recalculated accrual for each pay. Green values indicate an increase; orange values indicate a decrease. Use Print/Preview to generate a PDF report before committing.
6. Click Finish to apply the recalculated amounts, or Cancel to discard them.

In the Online (Web/Mobile) App

Navigate to Tools >> Recalculate Leave On Pays in the left-hand menu.

1. Date Range ÔÇö Specify the earliest and latest pay dates to recalculate leave accruals for.
2. Select Employees ÔÇö Choose which employees to include.
3. Select Pays ÔÇö The wizard loads the pays for those employees within the date range. Select the pays you want to recalculate.
4. Select Leave Types ÔÇö Choose from Annual, Sick, and Long Service. At least one must be ticked to continue.
5. Review Results ÔÇö The results screen lists tentative recalculated accrual amounts. Use Print/Preview to download a PDF copy of the results before saving.
6. Click Finish to confirm. A confirmation prompt titled Confirm Leave Recalculation will appear ÔÇö click Yes to apply the changes.

This tool is not available for New Zealand companies. NZ Annual Holidays vest at the employee's anniversary and sick leave is granted at fixed milestones rather than accruing per pay. To adjust an NZ employee's leave balance, use Employee >> Leave >> Entitlement Adjustments.

For broader information on correcting leave balances ÔÇö including manual balance overrides ÔÇö see How Do I Correct or Adjust Leave Totals? For details on how accrual rates are configured, see How Does Lightning Payroll Calculate Leave Accruals?