Extensive testing has been undertaken to ensure that leave data from CHRIS 5 is accurately transferred to CHRIS 21. With only a few minor exceptions as detailed below, your entitlements will not change as a result of the CHRIS 21 implementation.
Please note that within HR21, Long Service Leave and Retention Leave will accrue daily instead of monthly. This means you may notice your accrual and total balance changing within the month based on your service accrual start date.
There is no change to the conditions on taking leave, which allows for only the current entitlement to be taken (e.g. for Long Service Leave, accrued balances only become an entitlement after 12 months).
Potential Leave Balance Changes
Long Service Leave
The Long Service Leave accrual will only display within HR21 or on payslips once an employee has completed seven (7) years of service.
Full time employees
Within the CHRIS 5 Kiosk, Long Service Leave is displayed in days and hours. On the payslip, this has been displayed in days only.
Within HR21, your hours balance will show an adjustment from calendar hours to working hours. The hours balance will be adjusted to match what is manually paid by Payroll Services on termination or when taking leave. This adjustment will result in a reduction of hours, however, your days balance will remain unchanged.
Currently balances are shown as 7.5 hours per calendar day, so for example 7 days (one week) shows as 52.5 hours. This does not match payment due for one week of leave (37.5 hours).
Therefore these leave balances will be adjusted using the formula:
current hours balance / 7 x 5 = new LSL hours balance
So for the example above: 52.5 / 7 x 5 = 37.5 hours new LSL balance.
System configuration changes will also be implemented to enable the days and hours balances to remain aligned moving forward.
Part time employees
No adjustments will be made to the Long Service Leave balances of part-time employees as a result of the migration to CHRIS 21.
If you have any concerns about the accuracy of your Long Service Leave balance after the Go Live to CHRIS 21, please contact the CHRIS 21 Service Desk on 8463 4510 or email: CHRIS21ServiceDesk@sa.gov.au
Display of Accruing Leave Balances (Sick, Annual, Long Service and Retention Leave)
Within the CHRIS 5 Kiosk, you can view your leave entitlements, pro-rata accrual and total balance. The accrual column within CHRIS 5 does not populate.
Within HR 21 Self Service, the accrual column will populate and therefore you may notice a split in the balance between the accrual and entitlement hours/days. Your total balance will not change.
The terms accrual and entitlement are often referred to interchangeably even though they are different. For instance:
‘Accrual’ is the amount of leave an employee accrues in a specified period (generally one month). This is displayed in HR21 under the headings “Accrual Hours” and “Accrual Days”. For example, full time salaried employees will accrue 12.5 hours annual leave each month.
‘Entitlement’ is the total amount of accrued leave an employee is entitled to as at a particular date. This is displayed in HR21 under the headings “Entitlement Hours’ and “Entitlement Days”.
‘Total Days/Hours’ is the sum of the Accrual and Entitlement values.
For most leave types, employees can apply for leave up to their Total Days/Hours balance, however for some leave types (e.g. Long Service Leave) and for Weekly Paid employees, only Entitlement Days/Hours can be accessed.
Display of Leave on Payslips
Leave balances on payslips will clearly identify the amount of leave available to be taken (with the exception of Annual Leave for Weekly Paid employees and any unprocessed leave bookings) for each leave type; subject to approval.
The following identifies the balances that will be shown on the pay slip (where applicable):
- Annual Leave – Total Hours and Total Days (exception for Weekly Paid employees*)
- Long Service Leave – Entitlement Days (calendar)
- Sick Leave – Total Hours
- Retention Leave – Total Hours
* Weekly Paid employees will note an increase in the Annual Leave balance shown on payslips after migration to CHRIS 21; this is due to the Total Hours and Total Days appearing on payslips, rather than the Entitlement Hours and Entitlement Days.
It should be noted that Weekly Paid employees are only able to apply for and take their Annual Leave entitlement. Annual Leave entitlement can be viewed via HR21 Self-Service. If you do not have access to HR21 Self-Service please contact your Manager, Payroll Services 8462 1308 (Press 1) or People and Performance 8343 2883.