--- title: Adding Sick Leave to a Timesheet for a Qualifying Casual Employee description: This article shows you how to add sick leave to a casual employee's timesheet and takes you through the important things to take note of, e.g. eligibility. --- [Skip to content](https://help.thankyoupayroll.co.nz/en/add-sick-leave-to-casual-timesheet#main-content) English Show submenu for translations [More support](https://help.thankyoupayroll.co.nz/en/kb-tickets/new?hsLang=en) ![TYP\_Logo-09-1.png\]](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/TYP_Logo-09-1.png?height=40&name=TYP_Logo-09-1.png) Open main navigation Close main navigation - English Show submenu for translations - [More support](https://help.thankyoupayroll.co.nz/en/kb-tickets/new) - [Visit our website www.thankyoupayroll.co.nz](https://www.thankyoupayroll.co.nz/) [Visit our website www.thankyoupayroll.co.nz](https://www.thankyoupayroll.co.nz/) Kia ora! How can we help you? - There are no suggestions because the search field is empty. 1. [Help Centre](https://help.thankyoupayroll.co.nz/en?hsLang=en) 2. [Everything Leave](https://help.thankyoupayroll.co.nz/en/everything-leave?hsLang=en) 3. [Sick Leave](https://help.thankyoupayroll.co.nz/en/everything-leave?hsLang=en#sick-leave) # Adding Sick Leave to a Timesheet for a Qualifying Casual Employee ## When adding sick leave to your casual employee's timesheet, there are some important things to note. This article will take you through these. *Updated: July 2023* ![Info - Blue Block (1)](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/CalloutIcons/Info%20-%20Blue%20Block%20(1).png?width=52&height=52&name=Info%20-%20Blue%20Block%20(1).png)**Not all casual employees qualify to receive sick leave entitlements.** If they have yet to qualify for the current entitlement, do **the hours test** to ensure this casual has met the minimum criteria. ### Important information to note before you start: Casual employees have to meet the criteria set out in the Holidays Act before becoming entitled to the 10 days sick leave entitlement. The minimum qualifying criteria are: - Have worked AN AVERAGE of at least 10 hours per week over the last 6 months for this employer, **and one of the following:** - No less than 1 hour every week during that time, **or** - No less than 40 hours in every month of those 6 months. If your casual has met these criteria, they are entitled to receive the 10 days sick leave entitlement for the **12-month period** from the date of meeting the criteria. - Note that the sick leave entitlement is **10 days** and is not pro-rated based on the number of working days a week. - Each entitlement is based on a roaming assessment. This works as follows: on the sick leave anniversary date the Hours Test should be performed again to assess eligibility for a further 10 days sick leave entitlement. If not met then, the test should be done at each request for sick leave until such a time as the criteria are met and the entitlement received. ![Did you know - Green Block](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/CalloutIcons/Did%20you%20know%20-%20Green%20Block.png?width=52&height=52&name=Did%20you%20know%20-%20Green%20Block.png)The Thankyou Payroll system **automatically assigns 10 days** of sick leave after 6 months of employment. It is the employer's responsibility to check their employee's eligibility and perform the Hours Test before adding this to a timesheet. #### The Thankyou Payroll system and sick leave under the '8% of Gross Earnings (temp and irregular scenario)' leave setting: - As the casual employee doesn't have 'otherwise working days', they can take sick leave on any day they are offered work. - They do not have a specified day size or set number of hours per day in the system, so the system will deduct a full day of sick leave for every sick leave entry regardless of the number of hours in the box. - If part days are taken as sick leave, you will have [to manually adjust this in the Costing Screen](https://help.thankyoupayroll.co.nz/en/checking-sick-leave-costing-for-casual-timesheet?hsLang=en). - **This is the same for all employees with the '8% of Gross earnings (temp and irregular scenario)' setting**. ### Adding Sick Leave to a Casual Employee's Timesheet ![Info - Blue Block (1)](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/CalloutIcons/Info%20-%20Blue%20Block%20(1).png?width=52&height=52&name=Info%20-%20Blue%20Block%20(1).png)Sick leave is **added in hours** into a timesheet, but deducted in days (or part days) from the sick leave balance. Let's look at a timesheet for a casual employee who has qualified for the 10 days sick leave entitlement: > ![Timesheet\_SickLeave\_Casual](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/screensteps/Leave/Timesheet_SickLeave_Casual.png?width=608&height=447&name=Timesheet_SickLeave_Casual.png) > > 1. Add a new row to the timesheet by clicking on the green **+ sign**. > 2. Select the payment type: '**Sick Leave**' from the dropdown menu on the left of this row. > 3. For the sick leave entry, fill in the **number of hours** the employee is taking leave for the day in question. The system will deduct a full day of leave, and pay for a full day of leave regardless of the number put into this box. > 1. Casual employees do not have set hours in the system. Because of their leave setting (8% of gross), the system will take any number here as a full day. > 4. Adjust the 'Standard Pay' row entry for the corresponding day. Ensure that you remove any entries for this day's box if they are taking a full day of sick leave. This will ensure that the employee is not paid twice for the same day.  > 1. If your employee is not taking a full day of sick leave, enter the hours worked and the hours on sick leave into the corresponding fields. **You have to also manually change the number of days deducted from their sick leave balance to match**. [You do this in the Costing Screen after you have updated and saved the timesheet](https://help.thankyoupayroll.co.nz/en/checking-sick-leave-costing-for-casual-timesheet?hsLang=en). In this example, the employee is only taking half the day as sick leave: > ![Casual\_Timesheet\_Half Day Sick Leave](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/screensteps/Leave/Casual_Timesheet_Half%20Day%20Sick%20Leave.png?width=542&height=96&name=Casual_Timesheet_Half%20Day%20Sick%20Leave.png) > 5. **Update and Save** this timesheet. The **timesheet boxes will be green** when the timesheet has been saved, as in the example. > 6. Check the '**Gross balance**' for the pay period to ensure that this is correct. > 7. The '**Pay day transfer**' amount is what the employee will receive in their bank account. > 8. To check that the sick leave balance is deducted correctly or to adjust the number of days deducted if taking a part of a day off, **left-click in the green timesheet** **box** for that entry. This will bring up the cost calculation screen, which also shows the pay calculation details. Follow the link to an article on [how to interpret this screen](https://help.thankyoupayroll.co.nz/en/checking-sick-leave-costing-for-casual-timesheet?hsLang=en). --- That is it! You have now successfully loaded sick leave to your casual employee's timesheet. ![Info - Blue Block (1)](https://help.thankyoupayroll.co.nz/hs-fs/hubfs/KnowledgeBase/CalloutIcons/Info%20-%20Blue%20Block%20(1).png?width=52&height=52&name=Info%20-%20Blue%20Block%20(1).png)If you want to find out more about sick leave, check the [Employment New Zealand website](https://www.employment.govt.nz/leave-and-holidays/sick-leave/sick-leave-entitlements/). They also have useful information to [understand casual employment](https://www.employment.govt.nz/starting-employment/who-is-an-employee/types-of-employee/), as this is not a term defined in employment legislation.    - [Getting Started](https://help.thankyoupayroll.co.nz/en/getting-started?hsLang=en) - [Login Experience](https://help.thankyoupayroll.co.nz/en/login-experience?hsLang=en#main-content) - [Quick Answers](https://help.thankyoupayroll.co.nz/en/login-experience?hsLang=en#quick-answers) - [Account Settings](https://help.thankyoupayroll.co.nz/en/account-settings?hsLang=en#main-content) - [Quick Answers](https://help.thankyoupayroll.co.nz/en/account-settings?hsLang=en#quick-answers) - [Business Account Settings](https://help.thankyoupayroll.co.nz/en/account-settings?hsLang=en#business-account-settings) - [User Profile Settings](https://help.thankyoupayroll.co.nz/en/account-settings?hsLang=en#user-profile-settings) - [Pay Support Settings](https://help.thankyoupayroll.co.nz/en/account-settings?hsLang=en#pay-support-settings) - 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