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Recording Leaves

Shinjinee Sarkar
  • Updated

Surf Payroll allows you to record leaves under certain pre-configured headings such as Annual and Sick Leaves. The sections below provide the steps to record leaves under different heads. You can record all leaves except Adoption Leave at any time. You are not allowed to record an Adoption Leave for that period after generating the payroll for the period. To record a leave, you need to first access the required page.

To record leaves, you need to first move to the Leave/Holiday page. 

 
If your business has payrolls not submitted prior the current date, Surf Payroll displays a message recommending you submit them soon.
    1. Log in to Surf Payroll.
    2. The Dashboard page appears. On the left panel, click Employees>Leave/Holiday.
 
You can sort columns in the ascending or descending order. To sort, click on the column name.

Now that you are on the Leave/Holiday page, complete the following steps.

To view the steps to complete these actions, click below, as required.

Sick Leaves

ClosedTo record sick leaves, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday. The Leave / Holiday Details page appears.
    2. On the Leave / Holiday Details page, enter the following details.
    3. After the introduction of Statutory Sick Pay, an employee has to provide a medical certificate for each sick day applied for or taken for.  
    4. Leave start date cannot be before 01.01.2023, as that is from when SSP is being implemented as per the Sick Leave Act 2022.
    5. To save the leave record, click Save.

FIELD

STEP

TYPE OF LEAVE/HOLIDAY

Select Sick Leave.

Certified

Select this option if the employee produces a supporting certificate or document. This is a compulsory field if SSP is to be applied for. 

DESCRIPTION

A brief description of the leave.

START DATE

The first day of the leave. (cannot be before 01.01.2023)

END OF LEAVE

Leave end date. (SSP would not be applicable if leave is more than 3 days for the year 2023)

NOTES

Any additional information, if applicable.

Absent Record

ClosedTo record an Absent record, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday.
    2. The Leave / Holiday Details page appears. On the Leave / Holiday Details page, enter the following details.
      FIELD STEP
      TYPE OF LEAVE/HOLIDAY Select Absent.
      DESCRIPTION A brief description of the leave.
      START DATE Leave start date.
      END DATE Leave end date.
      NOTES Any additional information, if required.
    3. If public holidays or weekends fall in the middle of the leave duration, the Holiday window appears. In the Holiday window, select the appropriate option and click Continue.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.
    4. To save the leave record, click Save. The leave is recorded.

The Absent record is available under the OTHER heading.

 

Annual Leaves

ClosedTo record Annual Leaves, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday.
    2. The Leave / Holiday Details page appears. On the Leave / Holiday Details page, enter the following details.
      FIELD STEP
      TYPE OF LEAVE/HOLIDAY Select Annual Leave. When you select this option, the annual leave summary is shown.
      DESCRIPTION A brief description of the leave.
      START DATE Leave start date.
      END DATE Leave end date.
      NOTES Any additional information, if required.
    3. If public holidays or weekends fall in the middle of the leave duration, the Holiday window appears. On the Holiday window, select the appropriate option and click Continue.
    4. To save the leave record, click Save. The leave record is saved and the leave balance is shown in the Calendar page.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.

Maternity Leaves

ClosedTo record maternity leaves, complete the steps below.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday.
    2. The Leave / Holiday Details page appears. On the Leave / Holiday Details page, enter the following details.
      FIELD STEP
      TYPE OF LEAVE/HOLIDAY Select Maternity Leave.
      DESCRIPTION A brief description of the leave.
      EXPECTED DATE OF BIRTH Assumed date of birth. The actual date may be different.
      START OF LEAVE Leave start date.
      LEAVE DURATION Number of weeks for which leave is applied.
      NOTES Any additional information, if applicable.
      5. To save the leave record, click Save.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.

Paternity Leaves

ClosedTo record paternity leave, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday.
    2. The Leave / Holiday Details page appears. On the Leave / Holiday Details page, enter the following details.

      FIELD

      STEP

      TYPE OF LEAVE/HOLIDAY

      Select Paternity Leave.

      DESCRIPTION

      A brief description of the leave.

      EXPECTED DATE OF BIRTH

      Assumed date of birth. The actual date may be different.

      START OF LEAVE

      Leave start date.

      LENGTH OF LEAVE

      Number of weeks for which leave is applied.

      NOTES

      Any additional information, if required.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.
    3. To save the leave record, click Save.

 

Adoption Leaves

ClosedTo record adoption leaves, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday. The Leave / Holiday Details page appears.
    2. On the Leave / Holiday Details page, enter the following details.

      FIELD

      STEP

      TYPE OF LEAVE/HOLIDAY

      Select Adoption Leave.

      DESCRIPTION

      A brief description of the leave.

      PLACEMENT DATE

      Date the child will be placed in the adoptive home.

      START OF LEAVE

      Leave start date.

      LEAVE DURATION

      Number of weeks for which leave is applied.

      Is the employer receiving the benefit to pay to the employee?

      Select if the employee will receive benefits from the Department of Social Protection, Ireland (DSP) through the Business.

      BENEFIT AMOUNT

      This field appears if you select the above option. Enter the amount the Business will pass to the employee on behalf of the DSP.

      TOPUP

      The Business may optionally choose to provide additional benefits or top-ups. Choose one of the following options.

      • Do not top-up: The Business will not provide any additional benefit.
      • By a fixed amount of: In the (€) field, enter the amount the Business will provide.

      NOTES

      Any additional information, if applicable.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.
    3. To save the leave record, click Save.
 

Strikes

ClosedTo record strike details, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday. The Leave / Holiday Details page appears.
    2. On the Leave / Holiday Details page, enter the following details.

      FIELD

      STEP

      TYPE OF LEAVE/HOLIDAY

      Select Strike.

      DESCRIPTION

      A brief description of the leave.

      START OF LEAVE

      The first day of the leave.

      END OF LEAVE

      Leave end date.

      NOTES

      Any additional information, if applicable.
        
      If public holidays or weekends fall in the middle of the leave duration, you need to convert those days to working or non-working days. The leaves are calculated accordingly.
    3. To save the leave record, click Save.

Unpaid Leaves

ClosedTo record unpaid leave details, complete the following steps.
    1. On the Leave/Holiday page of the selected employee, click Add Leave/Holiday. The Leave / Holiday Details page appears.
    2. On the Leave / Holiday Details page, enter the following details.

      FIELD

      STEP

      TYPE OF LEAVE/HOLIDAY

      Select Unpaid Leave.

      DESCRIPTION

      A brief description of the leave.

      START OF THE LEAVE

      The first day of the leave.

      END OF THE LEAVE

      Leave end date.

      NOTES

      Any additional information, if applicable.
    3. To save the leave record, click Save.

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