Absences, holidays and the seventh day

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Three things decide how much is paid for days not worked: absences, holidays and the seventh-day rules in your payroll structure. If one is missing, payroll won’t match what you expect. This guide explains how they fit together.

How they fit together

• Work orders record the days worked.
• Absences explain the days not worked: whether they are paid, and whether they cost the seventh day.
• Holidays mark the period’s public holidays.
• The payroll structure uses that data in its formulas (for example, attendedDays, paidLeaves, holidays and holidayPay). See Payroll component formulas.

Absences

1. Create the absence reasons once, following your company policy and your country’s law. For each reason, set whether it is paid and whether it costs the seventh day. For example, a Social security leave reason can be unpaid.
2. Assign the absence to the worker in Absence assignments, with its reason and a date range. One record covers several days.
3. Complete the assignment so payroll takes it into account.

The step-by-step with screens is in Absences.

Holidays

Set up holidays in Holidays before generating the period’s payroll. A holiday can apply nationally or to a single farm.

How they are paid depends on your rules and your country. Some examples we often see in Guatemala (confirm them with your accountant):

• The holiday is paid in full to workers on a fixed or daily wage, whether they work or not.
• If someone works on a holiday, that work is recorded on its work order like any other day.
• Some companies don’t pay holidays to piecework-only workers. In that case, the rule must be in the formula, or the amount is deducted in the payroll entry.

Seventh day

The seventh day is the paid weekly rest day. The most common rule is: if the worker completes the week, they get the seventh day; if they have an absence that costs the seventh day, it isn’t paid.

In Aragro that rule lives in two places:

• The absence reason says whether that absence costs the seventh day.
• The seventh-day formula in your payroll structure says how it is calculated and what it is worth (for example, the daily wage for each full week).

Check both when a seventh day comes out different from what you expect.

If payroll doesn’t match

What you see	Likely cause	What to do
A worker is missing the seventh day	A work order is missing for some day, or they have an absence that costs the seventh day.	Check their work orders in the pre-payroll and their absences for the period.
A holiday isn’t paid	The holiday isn’t set up for that farm or date, or the formula doesn’t include it.	Check Holidays and the holiday component’s formula.
A holiday was paid to someone it shouldn’t be	The formula doesn’t distinguish the type of worker.	Adjust the formula or deduct the amount in the payroll entry.
The absence isn’t reflected	The assignment isn’t completed, or it was recorded after payroll was generated.	Complete it and click Generate Payroll again.

If the payroll is already completed

To add an absence that was missed in a closed period:

1. Revert the work order for the affected day.
2. Record and complete the absence.
3. Re-create the work order without that worker, or with the correct data.
4. If the payroll entry is still in Draft, click Generate Payroll again. If it was already completed, revert it (it moves to Reverted) and generate a new entry for that period.

See Correct a completed work order, purchase or payroll.

If you have a question this guide does not answer, contact us in the Aragro chat or write to [email protected].