Most leave settings are inherited from the organisation’s default leave code configuration. However, employees sometimes have different contractual entitlements, additional accruals, or corrected anniversary dates. SmoothPay allows these variations to be configured individually.
This article explains how to:
Adjust leave settings for one employee
Understand which settings can be customised
Apply additional entitlements correctly
Avoid changes that could corrupt balances
Accessing Individual Leave Settings
To configure leave for a specific employee:
Go to the Staff screen
Select the employee
Select the Leave tab
Select the Entitlement tab
Select the leave type from the code list
Click the edit button
Make required changes
Click Save
The employee-specific settings appear on the right side of the screen.
Settings You Can Adjust Per Employee
These options function the same way as they do under Codes → Leave codes, except they apply only to the selected employee:
Accrue and consume
Controls how the leave is measured (hours, days, weeks).
Accrual rate
Overrides the default annual, weekly, or percentage accrual rate.
Capped at
Specifies a maximum balance for this employee only.
Cost centre
Sets a default costing allocation.
Counts towards RDO/Flexi-time
Includes or excludes this leave type from automatic TOIL/RDO accruals.
These settings override the organisation defaults for this employee only.
Additional Settings Unique to Individual Employees
Last anniversary date
This is the employee’s actual last anniversary date for the selected leave type. SmoothPay uses this date to:
Determine when the next annual entitlement is due
Calculate to-date balances
Align accruals with employment commencement
This date usually matches the employee’s start date, unless:
A migration from another system occurred
An incorrect date was entered on setup
A country-specific rule adjusts the alignment
Important warning
Changing the last anniversary date can significantly distort:
Anniversary balances
To-date balances
Valuations
Accrual timing
If you are unsure, contact Support before making this change.
Additional annual accrual of
This setting allows you to add a second annual entitlement that accrues separately.
Appropriate uses:
Additional leave entitlement for senior staff
An extra annual allocation required by policy or agreement
A second entitlement that accrues at a different point in the year
Do not use this field:
To adjust the standard annual accrual
To “top up” an employee’s balances
To fix a misconfiguration in the main leave code
Improper use will cause inaccurate leave calculations.
Best Practice
Only override employee settings when genuinely required
Keep a record of why changes were made
Avoid altering anniversary dates unless correcting an error
Use additional annual accruals only for separate entitlements
Review the employee’s Leave → History tab after changes