Vacation & Banked Time shows, for everybody on the payroll, the vacation pay they have earned, what has been paid out, what is still owed, and how many hours of overtime they have banked as time off. Both balances are liabilities, not perks: unpaid vacation and banked overtime are money the business owes, and when somebody leaves they are paid out whether or not anyone tracked them.
Open it
- Employees ▸ Vacation & Banked Time
Each employee's own balances are also on their page in the Employee Centre, on the What they are owed card.
How the balances build up
Nothing here is typed in. Both balances are arrived at by running pay, so the ledger and the balances cannot disagree.
Vacation pay
- An employee whose Vacation pay is set to Accrued and held earns vacation pay on their wages every pay run, and the amount is held as owing until it is paid out.
- The rate is the province's minimum for their years of service, counted from their First day. Most provinces step from 4% to 6% at five years; Quebec steps at three years; New Brunswick, Nova Scotia and Prince Edward Island at eight; Newfoundland and Labrador at fifteen; Saskatchewan starts at 5.77% (three weeks) and rises to 7.69%.
- Vacation pay is not itself earned on vacation pay.
- An employee whose Vacation pay is set to Paid out every cheque receives it on each pay instead of accruing it.
Set each employee's vacation choice and first day on their payroll setup. See Add or edit an employee.
Banked overtime
- An employee whose Overtime is set to Banked as time off in lieu banks overtime hours instead of being paid for them.
- Hours are banked at the ratio the province sets, not one the employer picks: in Ontario an hour and a half of paid time off per overtime hour, in Alberta one hour. The ratio is recorded with each banked hour.
- Banked time expires: three months in Ontario, six in Alberta. Unused time is not forfeited; it must be paid out at the overtime rate it was earned at.
Banking overtime needs a written agreement with the employee in most provinces.
The screen
The screen is titled Vacation & banked time, with the number of employees as its subtitle.
The two tiles
| Tile | What it shows |
|---|---|
| Vacation owed | Total vacation pay owed across everybody on the payroll. If one or more employees' balances could not be read, the tile is titled Vacation owed (INCOMPLETE) and names them, so the total is understated; close the screen and open it again to retry. |
| Banked time expired | How many employees have banked overtime past its window, which must be paid out at the rate it was earned at. |
When banked time has expired, a red banner says how many employees are affected and that what is left must be paid out, not left to lapse.
The table
| Column | What it shows |
|---|---|
| Employee | The employee's name. |
| Vacation earned | Vacation pay accrued, from the employee's vacation history. |
| Vacation taken | Vacation pay paid out. |
| Vacation owed | The balance still owed. |
| Banked hours | Overtime hours banked and not yet taken. |
The table has the usual search, sorting, filters, Columns, Email and Export controls.
On an employee's page
The What they are owed card shows Vacation owing, Accrued this year, Paid out this year (both for the current calendar year) and Banked overtime in hours. Before the first pay run is posted, it reads Nothing accrued yet.
When somebody leaves
Their vacation owing and any banked overtime are owed to them on their final pay. Check this screen or their What they are owed card before you run their last pay, and include the payout in that run.
Common problems
- Everybody shows $0.00 vacation. No pay run has been approved and posted yet, or the employees are set to Paid out every cheque.
- Vacation is accruing at 4% for somebody with six years' service. Their First day is missing or wrong. Correct it on their payroll setup.
- Banked hours are zero for somebody who works overtime. Their Overtime choice is Paid at the province's rate (the default), so overtime is paid, not banked.