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Employee Leave Entitlements Missing

Marsha Galicia avatar
Written by Marsha Galicia
Updated over 3 weeks ago

XBert Type: Standard
Accounting Software: Xero
Country Restriction: AU only
Risk Type: Payroll Risk
Business Function: Payroll

Overview

The "Employee Leave Entitlements Missing" XBert identifies full-time and part-time employees who do not have any leave entitlements assigned in their payroll records.

This is a key compliance and bookkeeping risk, as missing entitlements can affect both employee rights and the accuracy of employer liability reporting.

What it does

This XBert scans your payroll records and looks for:

  • Employees marked as full-time or part-time

  • Active employees who have been included in recent pay runs

  • Missing leave entitlements, such as Annual Leave and Personal/Carer’s Leave

If no leave categories are linked to an eligible employee, the XBert triggers an alert.

How it works

XBert checks employment details for all active employees. For those with a full-time or part-time classification, it validates whether leave entitlements are set up.

If none are detected, the employee is flagged. This alert does not apply to casual or labour hire employees.

This helps ensure that leave accruals are correctly recorded and reported in your financials.

Example/Use Case

Joan was a casual employee for several years, but recently moved into a full-time role. While her employment type was updated in the system, no leave entitlements were assigned.

Months pass, and Joan takes annual leave. Because the system has no leave tracking in place, her leave isn't deducted properly and her entitlements are not reflected in the business' payroll liabilities. This leads to errors in financial reporting, and potential problems if the business is audited or sold.

Accounting software

Xero

Which countries it supports

Australia only.

Processes

This XBert is part of the Payroll Services category.

To resolve:

  • Review the employee record in your accounting system

  • Ensure applicable leave entitlements (e.g. Annual, Personal, Carer’s Leave) are correctly configured

  • If an exception applies (e.g. the employee is a company director or exempt), document the justification and file the XBert accordingly

Maintaining accurate leave entitlements not only supports employee well-being but also ensures clean financial records and reduces the risk of compliance breaches.

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