Entitlements

Form ID: (MP.PP.33.00)

On the Entitlements form, you can maintain the entitlements that employees can qualify for. These can be leave entitlements, or any other sort of entitlement.
Note: When an entitlement is edited, the system automatically updates all pay items that are associated with it, and any Standard Pays and/or open pays that contain those pay items. While a pay is being automatically updated, it is moved into the UPDATING status and cannot be edited. Once the update has been made, the pay is moved back to the OPEN status.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

In this area, you can specify the basic details for a new entitlement. You can also select an existing entitlement by its ID code and view its details.

Element Description
Entitlement ID The unique name that identifies the entitlement. The name can be up to seven characters long.
Description The detailed description of the entitlement. This is the display name that appears in all areas of the MYOB Advanced system.
Active Whether or not the entitlement is active. Inactive pay items will not be available for selection.

Rules Tab

In this area, you can set up the rules that define the entitlement.

Table 1. Definition SectionThis section displays basic details that define the entitlement.
Element Description
Trigger Date The date on which the entitlement will be triggered, i.e. the date when employees begin accruing the entitlement. Select one of the following options:
  • Employee Start Date - The date when the employee's employment commenced (Australia only)
  • Employee Specific - The trigger date will be taken from the Employment tab of the employee's Pay Details (MPPP2310) screen (NZ only)
  • Calendar Year - The start of the calendar year
  • Employee DoB - The employee's date of birth
  • Custom - Enter a custom trigger date, which will be applied to all employees with this entitlement
Type How the entitlement should be valued: in Dollars or Units. If "Units" is selected, specify the kind of units: Hours, Days or Pieces.
At Period End What should be done with the employee's entitlement balance at the end of the entitlement period. Select one of the following options:
  • C/Fwd Balance - the balance will be carried forward to the next entitlement period
  • Clear Balance - the balance will be cleared for the next entitlement period
Full Time Hours Per Year Enter the number of hours a full time employee is expected to work in a year. This value is used when pro-rating entitlements.
Limit Total Accrual Tick this check box to indicate that the total entitlement accrual is limited.
Accrual Limit If the Limit Total Accrual option is ticked, enter the quantity by which accrual is limited here.
Table 2. Changes SectionThis section displays any changes over time that apply to the entitlement. This includes the initial entitlement value.
Element Description
Time period after trigger date The amount of time (in months or years, depending on the Period) after the trigger date when the entitlement change comes into effect. For the initial entitlement, set this value to 0 if the accrual commences as of the trigger date.
Period Duration The length of the entitlement period (in months or years, depending on the Period).
Period Choose Months or Years.
Entitlement Amount Enter the number of units accrued during the period.
Lump Sum If this option is ticked, then the entitlement will be awarded to employees in a lump sum at the end of the entitlement period; if it is not ticked, the entitlement will accrue pro rata over the period.
Table 3. Properties SectionThis section contains special properties of the entitlement
Element Description
Leave Tick this box to indicate that the entitlement is a leave entitlement.
Choose leave type This option is available in NZ companies when the Leave option is ticked. Select the type of leave that applies to the entitlement.
When paid, Holidays Act applies This option is available in NZ companies when the Leave option is ticked. If this option is ticked, then payment of the entitlement is subject to the legislation in the Holidays Act 2003.
Entitlement may be paid/taken in advance Tick this box to indicate that the entitlement is allowed to be paid out or taken in advance, resulting in a negative balance.
Cap accrual per period When calculating accrual in Hours, it is possible for employees to accrue more than their entitled leave if they work more than their Standard Hours over the course of the entitlement period. Tick this option to prevent the employee from accruing more than their entitled leave in an entitlement period.
Non Accruing Entitlement Tick this box to make the entitlement a non-accruing entitlement. These are different from accruing entitlements in that their balances are not listed and liabilities are not recorded for them.
Note: An entitlement cannot be marked as non-accruing if it is currently associated with accruing pay items.
Table 4. Payslip SectionThis section contains settings that affect how the entitlement appears on employees' payslips. These settings are disabled for non-accruing entitlements.
Element Description
Include Entitlement Movements Summary Tick this box to include this entitlement in the Entitlement Movements section on employees' payslips.
Include Accruals Tick this box to include accruals for this entitlement on employees' payslips.
Table 5. Termination Treatment SectionThis section contains settings that affect how the entitlement will be treated when an employee's contract is terminated.
Element Description
Pay Entitlement balance upon termination Tick this box if this entitlement's balance should be paid out when an employee is terminated.
Treat As This option is available for AU companies only. Specify how the entitlement should be treated when it is paid out on an employee's termination. Choose from:
  • Annual Leave
  • Long Service Leave
  • Time Off In Lieu (TOIL)
  • Rostered Days Off (RDO)
  • Personal / Carers Leave
  • Other
Pay Item If "Other" is selected for Treat As, select the pay item that will be used when paying out this entitlement in an employee's termination. You will only be able to select pay items where the type is "Unused leave – termination", and the calculation method is "Rated". You can use "Other" on as many entitlements as required.
Note: Selecting "Time Off In Lieu (TOIL)" for the Treat As field will use the entitlement valuation rate. If you want to have multiple TOIL entitlements and pay out at different rate multipliers, then select "Other" for Treat As and use an "Unused leave – termination" configured pay item for each entitlement.
Note: For NZ companuies, this field is available if the leave type is Bereavement, Family Violence, Sick, or Other leave. For Annual, Alternative and Public Holiday leave, this field is disabled and system pay items are used to produce termination payments.
Table 6. Self Service SectionThis section contains settings that affect how the entitlement appears on the Self Service module and in the MYOB Advanced Workforce Management product.
Element Description
Show Leave Balances Tick this box if the entitlement should be visible on the Leave Balances (MP.ES.30.22) form in the Self Service module, or available for selection on the leave types window in MYOB Advanced Workforce Management.
Show Projected Leave Balances Tick this box if the entitlement should be visible on the Projected Leave Balance (MP.ES.40.21) form in the Self Service module, or on the leave request screens in MYOB Advanced Workforce Management.
For negative leave Select one of three options:
  • Show no warning or error – Employees aren't warned when they submit leave requests that would take them into a negative leave balance.
  • Show warning and allow submit – Employees are warned that their leave request will take them into a negative leave balance, but they can still submit the request.
  • Show error and prevent submit – Prevents employees from submitting leave requests that would take them into a negative leave balance.
Validate on Select which balances are used for leave request warnings and preventions:

  • Available Balance – The employee's current balance of earned leave.

  • Projected Available Balance – A projected leave balance as at the first day of the leave taken (only available when showing projected leave balances).

Accrued From Tab

This tab defines, for pro rata entitlements, which pay items to consider when calculating the amount of entitlement to accrue.

Table 7. Accrual base items
Element Description
Description The pay item's description.
Units Type The type of units that the pay item represents.
Taxation How the pay item is taxed
ID The pay item's ID code.
Pay Item/Rollup Whether the item is a single pay item or a pay item rollup.
Active Whether or not the pay item is currently active.

Membership Tab

This tab displays all employees who currently have the entitlement.

Element Description
Employee Name The employee's full name.
Pay Group Description The description of the pay group that the employee belongs to.
Employee Status The employee's current status: Active or Inactive.
Employee ID The employee's unique ID code.
Branch The branch the employee belongs to.
Department The department the employee belongs to.
Pay Group ID The ID number of the pay group in which the employee accrues this entitlement.
Pay Group Status The pay group's current status: Active or Inactive.

Valuation Tab

This tab contains options that determine how the entitlement will be valued by default for General Ledger journals (entitlement valuations can be edited for individual employees).

Element Description
Valuation Method The default valuation method that will be applied to all employees who have the entitlement. Select one of the following options:
  • Standard hour rate (Rate 1)
  • Specific pay rate
  • Custom rate
  • Greater of Ordinary pay and Average Earnings
  • Employee FBAPS rate (valuation method is derived from the employee's Pay Details)
Table 8. Accrual Provisioning settingsThis section contains the pay items that will be used to determine the valuation of the entitlement.
Element Description
Provisioning Method Select how the entitlement will be provisioned:
  • Actuals - the entitlement is provisioned according to the actual rate used by the employee at time of accrual.
  • Estimate - the entitlement is provisioned according to a set rate or a percentage of the employee's gross earnings.
Rate/Custom Rate Depending on the Valuation Method, this is either a read-only field displaying the rate that will be used, or it allows you to select/enter a rate yourself.
% of Gross Earnings When the Provisioning Method is set to "Estimate", you can choose to enter a rate into the Rate field, or you can choose this option and enter a percentage of employees' gross earnings.
Auto adjust provisioned entitlement amount

This option is available if the Provisioning Method is set to "Actuals".

If selected, when an employee’s pay rate increases, the payroll journal is automatically updated after their next pay run. That way, the overall liability dollar value reflects the new leave rate.