How do I pay out leave days due to an employee?

For leave taken you should enter the days in the Leave-Days-Taken field on the Payment capture screen. The Leave-Days-Taken field is found just above 'Additions' on the payment capture screen. Note: This does not reduce the basic leave days worked. It does not affect the "housing allowance" either. The leave values for the current month and the accumulated values will be included as long as you have entered a wage or an amount of days worked for the current month. Once an employee is paid for the current month you will then be able to see the accumulated values that include the current month. This means that if you would like to pay out the accumulated leave (inclusive of the current month) and not in the following month, then simply edit the current months payment and enter the accumulated value in the "leave days taken" field. "Leave days taken" is to record when a person goes on paid leave so the record is there and shown on the payslip. Eg. for a 26 day normal month and an employee takes 10 leave days. Enter 10 in the "leave days taken" field. (This will add 10 days multiplied by the daily rate to give a Kwacha payment) You should enter 16 in the normal "days" worked field. (total of 26 days worth of pay on payslip) When an employee does not go on leave and wants to cash his leave? If the employee did work the whole month and wants to cash his leave as extra, you should enter 26 in the normal "days" worked field AND 10 in the "leave days taken" field. (total of 36 days worth of pay on payslip) NB. For Fixed-Monthly-Salary earners who have the PAY CLASS set as FIXED, NO KWACHA VALUE will appear as actual leave pay taken in the GROSS wage. In this case just the accumulated leave days will reduce by the amount of DAYS taken. Only if an employee is on a daily pay rate, then a KWACHA LEAVE value will appear as an extra in the GROSS pay. This is because Fixed-Monthly-Salary employees do not usually cash their leave. So if you do NOT want an employee to have his leave days cashed, then you need to make the PAY CLASS as "Fixed" and not "Daily" and then Harvester will not add the leave in Kwacha value to the gross."(In this case, make sure that the PAY CLASS is marked as FIXED under edit-employee) Should you wish to pay a Kwacha value for leave on top of a Fixed salary, then please make sure that the PAY CLASS is NOT marked as FIXED on edit-employee. (In this case, make sure that the PAY CLASS is marked as DAILY under edit-employee) Use the leave reports (that can be exported to excel) to have a report of all outstanding leave so that it's easy to process the leave days taken. Extra note: Please make sure that the Leave Days Per Month field on Edit-Employees is NOT set to 0 for an employee if you want to ensure that the employee cashes their leave when you enter days in the "leave days taken" field. It should normally be set to the default of 2. Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed. There is still an option on Company Settings where you can make leave pay use the basic pay rate. This option is only if you have a valid "collective wage agreement" that says it's worked on basic. According to the in the new Employment Act (JULY-2019): The only extra that is NOT included for the Daily Rate equivalent for "cashing of Leave" is the Bonus or Gratuity or Terminal Benefit End-of-Contract payments. If you enter any value in the Bonus field then the leave Daily-Payout-Rate won't increase for leave pay out. All other extras are used to increase the basic daily pay rate when an employee cashes their leave. To work out how its calculated in a typical scenario after you have processed the payslip: Take the gross wage on the payslip and then subtract the Leave-Pay and then subtract the Bonus amount(if any) and divide the result by 26 to get the leave Daily-Payout-Rate.