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

A web page titled 'Vacation Pay' with a table listing employee names, sources of pay, check dates, entered by, amounts, balances, created at, and details for seven entries. The left sidebar contains links like Dashboard, Run Payroll, Payments, Employees, Earnings, Deductions, Vacation, and others. The top right corner has a user dropdown labeled 'Greg's Cookies'.

Help Center

Overview

Dashboard

Onboarding

Running Payroll

Payments

Employees

Earnings & Deductions

Vacation Pay

Business Settings

User Profile

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

A computer screen displaying an employee vacation pay record for Hanna Black, showing details like pay date, amount, balance, and audit trail information in a payroll management system.

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