XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: Australia only
Risk Type: Payroll Risk
Business Function: Payroll
Overview
This XBert checks whether any of your XBert tasks are due during a period when the person assigned to them is on approved leave. It matters because work scheduled to a team member while they are away can quietly slip past its deadline, leaving compliance, payroll or client work unfinished.
What it does
It looks at your upcoming XBert tasks and the staff member each task is assigned to. It then links that staff member to their payroll record and reviews their approved leave. Where a task's due date falls inside a staff member's approved leave period, the XBert flags it so you can plan around the absence.
How it works
The XBert reviews tasks due over the next three months, starting from the Monday of the current week, and groups what it finds by the week the task is due. For each task, it identifies the assigned staff member, finds their matching payroll employee, and checks their leave applications.
It raises an alert only when a task's due date overlaps an employee's approved leave. To avoid noise, it deliberately ignores leave that is still being requested, has been deleted, or has been rejected — only leave that is approved and standing counts. It also allows a small allowance around the leave dates so that a task due on the first or last day of leave is captured. Tasks assigned to people with no overlapping leave are not flagged.
Example/Use Case
Priya is your payroll officer and has two XBert tasks due in the week beginning 14 July — finalising the fortnightly pay run and lodging a superannuation payment. Her approved annual leave runs from 12 July to 20 July. Because both task due dates fall inside her approved leave, this XBert flags the clash. You see straight away that two payroll tasks are scheduled while Priya is away, so you reassign them to a colleague before she leaves, ensuring the pay run and super are completed on time.
Accounting software
This XBert runs for businesses connected through Xero, MYOB and QuickBooks Online, using payroll leave records held in your accounting software.
Which countries it supports
This XBert is available for Australia only.
Processes
Business area: Payroll. To resolve this XBert:
Review the flagged task and confirm which staff member it is assigned to and when it is due.
Check the employee's approved leave dates and confirm the task genuinely falls within their absence.
Decide whether the task can be brought forward and completed before the leave begins, or held until the employee returns.
If the task is time-critical, reassign it to another available team member so the deadline is still met.
Update the task's due date or owner so it reflects who will actually complete it.
Once you have rescheduled or reassigned the work, mark the XBert as resolved.