CloudPayroll | Managing Entitlement Types + Balances

1) What are entitlement types + entitlement balances and why is this important?
2) Data ownership and recommended data match frequency

i) Data ownership - entitlement types
ii) Data ownership - entitlement balances
iii) Special considerations - Time in Lieu and Rostered Day Off
iv) Recommended data match frequency

3) Import/Update entitlement types/balances
4) Zeroing out entitlement balances for inactive/terminated users

 


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1) What are entitlement types + entitlement balances and why is this important?

It is important to understand and manage entitlement types and entitlement balances between Easy Employer and CloudPayroll appropriately. This is because a user (may) see their entitlement balances on their payslip, but uses Easy Employer (which may also be configured to display entitlement balances) for leave applications. Having an accurate balance reflected in Easy Employer assists managers approving leave requests to make effective decisions.

Additionally, it's important to ensure that entitlement types (e.g. annual leave, paid sick/carers leave) are 'synced' between Easy Employer and CloudPayroll. This ensures that the balances (when manually synced) are apportioned to the correct entitlement type in Easy Employer.


NOTE: Be sure to delineate between the two similar sounding concepts discussed in this article.
Entitlement Type = The type of leave that can be requested e.g. Annual Leave (CloudPayroll calls this 'leave type').
Entitlement Balance = The balance of the entitlement type e.g. 82.60 hours (CloudPayroll calls this 'leave balance').


 

2) Data ownership and recommended data match frequency

i) Data ownership - entitlement types

For most entitlement types, CloudPayroll is considered the 'master' of the entitlement type. Most entitlement types are added to CloudPayroll and these are then synced to Easy Employer using the functionality provided under: 'Organisation > Data synchronisation > Import / Export > Import / update entitlement types'.

ii) Data ownership - entitlement balances

For most entitlement balances, CloudPayroll is considered the 'master' of the entitlement balances. This is because entitlement balances can sometimes be altered outside of a standard pay run (e.g. termination pay out, cash-out of leave, etc). These are pulled into Easy Employer using the functionality provided under: 'Organisation > Data synchronisation > Import / Export > Import / update entitlement balances'.

iii) Recommended data match frequency

It is recommended (at a minimum) to perform a manual entitlement type sync (application sync) from Easy Employer (to) CloudPayroll as a new entitlement type is required / created inside of Easy Employer. It is strongly recommended this is actioned prior to the day of the pay run (so any matching issues / exceptions can be addressed prior to payroll export).

It is recommended (at a minimum) to perform a manual entitlement balance sync from CloudPayroll (to) Easy Employer immediately after payslips for a pay period are generated / communicated. This ensures that the most recently generated entitlement balance(s) are also reflected in Easy Employer, which is where end users are entering their leave request(s) into.

 

3) Import/Update entitlement types / balances

Entitlement balances should be updated regularly.


NOTE: Balances calculated in the most recent pay run in CloudPayroll will not be available for import into Easy Employer until that pay run has been closed in CloudPayroll. If the pay run is not closed, the balances from the most recent closed pay run will be imported.

NOTE: Only users that have been mapped to CloudPayroll via the import/update users process will be displayed on the review screen and have their leave entitlement balances imported.


  1. Click Organisation in the navigation bar.
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  2. Select Import / Export under Data synchronisation.
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  3. Select "Import / update entitlement types" or "Import / update entitlement balances" as required.
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  4. Follow the prompts and check the data that will be imported.

 

4) Zeroing out entitlement balances for inactive / terminated users

Once a user has been deactivated / terminated in CloudPayroll, they will no longer have their entitlement balances imported into Easy Employer. This means that the entitlement balances for deactivated / terminated users will remain in a user's profile in Easy Employer. There are two ways to zero a user's leave balance in Easy Employer. The first method is recommended if a number of users need their leave balance zeroed. The second method is a manual process that needs to be completed for every entitlement on a user's profile.


Method one

Flat file

As an overview, there are 3 stages to this process.

  1. Obtain the Easy Employer standard format flat file.
  2. Populate the Easy Employer standard format flat file in Excel.
  3. Import the Easy Employer standard format flat file into Easy Employer.

Step one: Obtain the Easy Employer standard format flat file.

  1. Open Easy Employer.
  2. Click Organisation in the navigation bar.
  3. Click Import/Export.
  4. Click Import/Update entitlement balances.
  5. Change source application to Easy Employer standard format.
  6. Click the "Click here for an example file" link to download the example file.

Step two: Populate the Easy Employer standard format flat file.

  1. Open the Easy Employer standard format flat file.
  2. Add the user's name to the given_name field.
  3. Add the entitlement name into the entitlement_name field.
  4. Add the balance of the user.
  5. Repeat for each entitlement balance and user.

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Step three: Import the Easy Employer standard format file into Easy Employer.

  1. Open Easy Employer.
  2. Click Organisation in the navigation bar.
  3. Click Import / Export.
  4. Click Import / update entitlement balances.
  5. Change the source application to Easy Employer standard format.
  6. Select the file that has been populated with data in accordance with step two.
  7. Click Import.
Method two

Manual process

  1. Open Easy Employer.
  2. Click Organisation in the navigation bar.
  3. Click Users.
  4. Locate and select the user.
  5. Select the Leave tab.
  6. Edit the first leave entitlement and adjust the value.
  7. Click Save.
  8. Repeat for other entitlements as required.

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