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Payroll: Show employee leave balances when approving leave

When a leave request comes in for approval and the employee can take leave in advance (the box is ticked), it should show you how many hours the employee has available. This amount should be the number available minus the leave balance that has already been approved in the system. The leave balance report is only useful when employees can't take leave in advance in their first year. It's a challenge each time (especially leading up to Christmas) to calculate leave that is available before approving the request because you have to review how much leave has been approved in future.

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Forever Blonde shared this idea  ·   ·  Report…  ·  Admin →
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Accepted  ·  AdminDavid Reynolds (Admin, Xero) responded  · 

Hi everyone, thanks for voting and your detailed comments on this idea.

We understand the challenge of having to navigate away from the approval screen to find an employee's leave balance. Providing this information directly within the approval screen could streamline the process and reduce the risk of approving leave that results in a negative balance.

The good news is that our product team's reviewed this idea and recognise the value it would deliver. It's something they’d like to work on in the long term. It's not on the roadmap just yet but we'll update you when we're able to bring more focus to this idea.

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  • Trevor Lowe commented  ·   ·  Report

    Other payroll systems have the option if they want balances to go negative or not

  • Steph Tadros commented  ·   ·  Report

    It would be great for a warning flag to show in payroll when approved paid leave goes into negative

  • Tahnee Pauley commented  ·   ·  Report

    Would be handy for the leave approvers in the company (which are non-payroll admin) to have access and check available employee leave balances before deciding to approve.

  • Damien Excell commented  ·   ·  Report

    I would like this to be an urgent priority of Xero Payroll. It would be good to be able to stop applications all together when the balance is negative or likely to be negative based on forecasting.

  • Demetrio Peña commented  ·   ·  Report

    Would be handy for the leave approvers in the company (which are non-payroll admin) to have access and check available employee leave balances before deciding to approve.

  • Stephanie Bates commented  ·   ·  Report

    I am confused how this is not already a thing. I agree this is beyond critical

  • Kevin Kwok commented  ·   ·  Report

    Would be handy for the leave approvers in the company (which are non-payroll admin) to have access and check available employee leave balances before deciding to approve.

  • Paul Atkins commented  ·   ·  Report

    This should be built in. At least a warning to the payroll officer, ideally Xero.me should prevent users going into negative leave.

  • Ben Channon commented  ·   ·  Report

    MUST be able to not allow negative balances.
    This is beyond critical... for the sames reason your employees don't want to go into a "negative" money owed to them for hours done but not paid.

    I get that some companies have the capital to allow it... but it has been a standard since the first wheel.

    As a small campany.. .we don't hav a person whose job is to check leave balances... it's just the director running payroll.. I have time to double check everyones work and we use the Employment hero sync... which CAN di this.. but not when connected to you.

  • Karina Allsop commented  ·   ·  Report

    Staff given permission to approve leave requests should also be able to access LEAVE BALANCES without being a payroll admin.

  • Jodie Brown commented  ·   ·  Report

    How can managers their staff leave balances if they cannot see the balance as they approve leave?

  • Marcia Dunne commented  ·   ·  Report

    Agree! When raising a leave application it would be useful to have a notification advising that leave balance will go into negative / is in negative, or at very least balance of leave shown on application is in red text to make it more visible.

  • Tracy McGuigan commented  ·   ·  Report

    This is an issue in a number of my clients who do not understand why annual leave is in hours and holiday accrual is in dollars. They keep thinking they accrue hours on the payslips which causes stress between management and staff as they try to use the holiday dollars as hours to take leave with.

  • Leanne Gallagher commented  ·   ·  Report

    Yes I agree with the last comment from Stephanie, XERO should notify the manager approving leave that they will have a negative balance if leave is approved and give them an option to continue with the approval.
    A red flag for employees with excessive leave balances would also be handy

  • Stephanie Mills commented  ·   ·  Report

    Hello, I would love to see a big red flag for managers approving time off in Xero when this means that the employee would tip into negative leave balance or a negative leave balance greater than a certain number of hours.
    I would also love to see leave reports / exception reports flagging who has taken more leave than they have accrued and who has not yet taken sufficient leave over a certain amount, but I think this has already been raised by others. Many thanks!

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