Managing Vacation Pay in Province Payroll

The Vacation Pay page acts as a ledger, showing all vacation-related transactions for each employee. Every entry is created in one of two ways:

  • Automatically, when payroll is run and vacation is earned or paid out

  • Manually, when an admin adds an adjustment

This ensures a clear audit trail of how much vacation pay has been earned, used, or adjusted.

💼 Viewing the Vacation Pay Ledger

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Vacation Pay

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The index page shows a list of all vacation pay records. Each row includes:

  • Employee

  • Source (how the vacation pay was generated)

  • Cheque Date (for pay runs)

  • Entered By (admin user or "System")

  • Amount (positive for accrual, negative for usage or payout)

  • Balance (running total of vacation pay for the employee)

  • Created At (timestamp)

  • Details (link to view full record)

You can filter this page by employee, source, or date range to narrow your results.

🔍 Understanding Individual Vacation Pay Records

Clicking Show on a vacation pay entry brings you to a detailed view of the record. This includes:

  • Full employee name

  • Source of the vacation pay entry

  • Cheque date (if applicable)

  • Who entered it (or if it was system-generated)

  • Amount and updated balance

  • Any comments added by the user

  • Timestamp of creation

  • Audit Trail showing how the amount was calculated (shown via the details field)

This audit trail helps ensure full transparency into how vacation pay is handled.

📌 Sources of Vacation Pay Entries

Each entry has a source, which helps explain how it came to be:

  • pay_run: earned on this pay run

  • vacation_used: vacation taken on this pay run

  • vacation_paid_out: paid out automatically (if "Pay Out Vacation Each Pay Period" is enabled for the employee)

  • adjustment: manual adjustment entered by a user