Unable to process the leave request Xero error

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Resolve Xero Employee Leave Assignment Error


This article provides a step-by-step guide to resolve the error message stating, We are unable to process the leave XXX request for X hours to Xero for employee XXXXX. This employee doesn't have XXXX enabled in Xero in their profile. Please log into Xero, assign XXXX to this employee and try again. This error typically occurs when a leave type has not been assigned to an employee in Xero. Following this guide will ensure that your employees have the correct leave types set up in Xero, allowing seamless leave request processing.

For further details, refer to Xero's in-depth article here.

Note: The steps outlined below are performed within Xero.


1. Assign default leave types to an employee


Assigning default leave types to an employee in Xero is crucial to ensuring they are eligible for leave entitlements. This section guides you on assigning Xero’s default leave types to employees with a full-time or part-time employment basis.

1.1 Steps to assign default leave types

1.1.1 Log into your Xero account and go to the Payroll menu.

1.1.2 Select Employees.

1.1.3 Click on the employee’s name to open their details.

1.1.4 Under the Employment tab, verify that a payroll calendar and earnings rate are assigned to the employee.

1.1.5 Go to the Leave tab and select Assign Default Leave Types.

1.1.6 Click on the balance shown in blue under a leave type to modify default accrual settings.

1.1.7 Select the Leave Calculation Method and complete the required fields.

1.1.8 Click Save.


2. Add additional leave types


If a specific leave type is unavailable when processing payroll, you can create and assign a new leave type. This section outlines the steps to add additional leave types in Xero’s payroll settings.

2.1 Steps to add additional leave types

2.1.1 In Xero, click your organisation name and select Settings.

2.1.2 Under Features, click Payroll settings.

2.1.3 Go to the Pay Items tab and select Leave.

2.1.4 Click Add, then choose Paid Leave or Unpaid Leave.

2.1.5 Enter a name for the leave type. (If selected, this name will show in the employee's Leave tab and on their payslip.)

2.1.6 Enter the remaining details and click Add.


3. Assign a new leave type to your employee


After creating a new leave type, it must be assigned to an employee to allow them to request leave under this type. Follow these steps to complete the assignment.

3.1 Steps to assign a new leave type

3.1.1 In Xero, go to the Payroll menu and select Employees.

3.1.2 Click on the employee's name to open their details.

3.1.3 In the Leave tab, select Assign Leave Type.

3.1.4 From the Leave field, choose the leave type you want to assign.

3.1.5 Select a Leave Calculation Method and fill out the necessary details.

3.1.6 Choose between Not Paid Out or Paid Out for outstanding leave balances upon termination.

3.1.7 Click Save.


FAQs for Resolving Xero Employee Leave Assignment Errors


1. Why does the Xero leave assignment error occur?
This error usually happens when a required leave type hasn’t been assigned to an employee in Xero. To resolve this, check the employee's profile in Xero and assign the needed leave type.

2. How do I assign default leave types to an employee in Xero?
To assign default leave types, go to Payroll > Employees, open the employee’s profile, and under the Leave tab, select Assign Default Leave Types. Adjust accrual settings as needed, then click Save.

3. Can I add custom leave types for employees in Xero?
Yes, you can create additional leave types by navigating to Settings > Payroll Settings > Pay Items > Leave in Xero. Select Add, enter details for the new leave type, and save it.

4. How do I assign a newly created leave type to an employee?
Once a new leave type is created, go to Payroll > Employees, open the employee’s profile, and select Assign Leave Type from the Leave tab. Choose the new leave type, fill in required fields, and save.

5. What if the assigned leave type still doesn’t work?
If the issue persists, confirm that all required fields, such as leave calculation method and payroll calendar, are correctly set in the employee's profile. Consult Xero support for further assistance if the problem continues.

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