Custom Fields
The My Leave Report in Definitiv is driven from the employees who maintain a My Leave number in their custom field.
To enter a My Leave number for a particular employee:
Navigate to Employees.
Search for the Employee.
Select the Custom Field tab.
Click Save.
If the employee should receive My Leave but does not yet have a My Leave number, create a dummy number under this field to ensure the report is run for this employee.
You will need to ensure you update this number to the one provided by My Leave after the first submission.
Run the My Leave Report
Your My Leave Report has been customized for your Definitiv database. If you have any pay items that are set up after your implementation that need to be included in your My Leave report you will need to let the Support Desk know. This report can be run at any time and will have all the relevant fields for your submission to My Leave.
To run your My Leave Report:
Navigate to Reporting, Custom Reports, My Leave.
Select the start date. If this is your first submission, only select from your Go Live date, not the start of the submission period.
Select the end date. This is the end of the submission period.
Run the report.
Open the report, and this will export in CSV Format.
Run the Pay Runs Report
The purpose of running this report in relation to your My Leave is that this report is the best to reconcile your My Leave report to. It is completely at the client’s discretion if they wish to do this on an ongoing basis, but we certainly recommend this for your first submission to My Leave from Definitiv.
To run a corresponding Pay Runs Report for My Leave:
Navigate to Reports, Payroll Reporting, Pay Runs.
Select Start Date. If this is your first submission, only select from your Go Live date, not the start of the submission period.
Select the end date. This is the end of the submission date.
Export report to Excel.
Please note that the My Leave report is customized for specific dates related to My Leave, whereas the Pay Runs report is not. To ensure you are reconciling to the correct data, complete the following in your pay runs report:
Add a filter to the top line of the Pay Runs Report.
Scroll along to the period end date in the pay runs report.
Remove any pay runs that do not have an end date within the My Leave submission period – for example: If you are running your 1 April – 30 June My Leave submission, you will need to remove any pay runs that have a period end date of July.
Reconciliation
Although this is not a requirement for submitting your My Leave report, we do suggest that the first lodgment be reconciled for at least a few of your employees on the My Leave report back to your pay runs report. This will give you comfort when submitting your quarterly return that the information you are providing to the board is correct.
To reconcile your My Leave report to your Pay Runs report:
Select an employee from your My Leave report.
Select only that employee’s data in the Pay Runs report.
Copy only their pay run details to a separate tab.
Create a pivot table as per below:
5. Hit Enter.
6. Highlight pay items you have identified that need to be included for My Leave purposes.
7. Ensure this amount matches what is detailed in the Gross Pay amount in your My Leave report.
8. Filter the Pay Items on your Pay Runs report that are relevant to my leave and copy the dates.
9. Ensure there are no duplicates.
10. Count the days and ensure these match what is detailed in the Days Excluding Leave and Annual Leave columns of your My Leave report.
11. If either of them don't match, you will need to investigate the difference.
Helpful Links for My Leave
Please see below links that may assist when running your My Leave Report: