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This option allows you to add, delete, and/or modify employee sick, vacation, personal leave accrual information and view current leave balances.

Search/View Employee Leaves

The Leaves Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name  is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with  San in the first name will appear. You can then click on the next to the Leaves record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

Leaves

Create a Leaves Record

  1. From the Core menu select 'Leaves'
  2. Click on
  3. Select Employee by clicking on the  arrow.

4.  Click on .

Info Message will appear if a Leaves Record is already created for this employee. Will take you to Edit mode:


If employee is not eligible for leave, a Warning will be issued:


Grayed out fields are calculated values that can not be added or updated by the user.


Field Definiations 

    • The accrual rate for leave is entered in the Accum Per Month field.  This is the rate (if any) at which you want each leave to be incremented when the Leave Accumulation program is ran (Processing/Benefit Update and Projection/Accrual). For example, most districts accumulate sick leave at a rate of 1.25 days per month. The 1.25 days (or 10 hours) would be placed in this field. Personal leave is often reset and not accumulated, so an accum/month would not have to be entered. 

    • The Leave Unit is the unit in which the benefits are stored. It can be hours or daily. This benefit unit is applied to all leave benefits. When an absence is entered in CORE/ATTENDANCE it must be given the same unit as appears on the employee's Leaves record. This means that hours cannot be used for one leave benefit and days for another.  An Error will be produced:



    • The Max Leave Amount field keeps the leave balances from exceeding maximums as set-up by the district. Maximums must be entered for any leave that will be accruing. Personal leave does not need a maximum if it is reset.

    • The Reset Value option is only for Personal leave but is an option for Sick and Vacation now.  If a district automatically resets personal leave each year, the number of days or hours of personal leave granted to an employee at the beginning of the year is placed here. When the reset option of the Leave Accumulation program is run, the personal leave balance is set to the amount in this field.

    • Sick, personal, and vacation all have Balance fields. The fields contain the most up-to-date balances available. When an absence is posted in CORE/ATTENDANCE, this field will be adjusted. This field cannot be changed. Any changes that need to be made to the balance can be made through CORE/ATTENDANCE.

    • The Accumulate Based on Hours field is for Hourly employees only.  This flag will determine if the employee will be eligible for Current Service Hours.  This field will be used in junction with Current Service Hours and Service Hours Accumulator fields.

    • The Advanced Units Used field contains the number of advanced sick days/hours an employee has used so far.  This field will grow once the employee starts using his advanced days given each payroll.  Once the employee accumulates enough sick days to pay back the Advanced days, this Advanced Units used will decrease each month. 

    • The Max Advanced Leave contains the number of advanced sick days/hours available to an employee. The employee is given extra Sick days to use once his Regular Sick leave balance is gone.  This is the Max days he can use.

    • The  will be checked if employee is eligible for this type of leave.  If employee is not eligible for a type of Leave, it will not show on the employees Leave screen.

    • The Current service hours contains the service hours accumulated per pay for part-time employees.  These hours are used in Processing/Benefit Update and Projection/Part Time Sick Leave Accrual to determine part-time employees sick leave accumulation based on 80 hours of service.

    • The Service Hours Accumulator is for Hourly employees. Per H.B. 153, this should be 4.6 for hourly employees.  This rate would need to be determined for a daily employee.  To update this field, the districts will use Processing/Benefit Update and Projection/Part Time Sick Leave Accrual option, to determine a part-time employees sick leave based on 80 hours of service. 
    • The Unapplied Usage should only have a value for districts using "Deferred Absence Posting".  This setting can be turned on under SYSTEM/CONFIGURATION and click on .  Then select . If an absence has been created, but not applied to the employee's leave usage yet, the value would show here.  This field cannot be changed.

    • The Unreported Accumulation refers to any amount of leave that has been accumulated (via Benefit Update) but has not been reported on a pay stub (this information currently doesn't get printed on a paystub anyways, but it could if the district wanted to...). The Accumulation entry will add this Accum day/hours to the 'Balance' field and enter the days/hours in the 'Unreported Accumulation' field.  Once the next payroll has been completed, the 'Unreported Accumulation' field will be cleared. This field cannot be changed.

    • The Unreported Usage is how much of the leave has been used since the last pay - so the next time a payroll is run, the paystub will show 11.00 units of usage.  This field cannot be changed.


      4.  Enter in desired information for the Employees Leave

      5.  Click on  to create the Employee Leave, click on Cancel to not create the Employee Leave and return to the Leaves Query.

Edit Employee Leaves

Only fields that are allowed to be edited will be displayed.

  1. Search desired Employee on grid
  2. Click on  to edit the Employee
  3. Make desired changes
  4. Click on to save desired changes to the Employees Leave, click on Cancel to not post changes and return to the Leaves grid

Delete Employee Leaves

  1. Search desired Employee on grid to delete
  2. Click on  to delete the Employee Leave

  3. Click on  to confirm deletion or Cancel to not delete Leaves

Accumulations

Accruing leave for one employee at a time, the Accumulations option can be used.  Accruing leave will be reflected on the employees' 'Balance' and  'Unreported Accumulation' fields on the CORE/LEAVES record.  Once the next payroll is completed, the 'Unreported Accumulation' field will be cleared.  

Search/View Employee Accumulations

The Accumulations Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name  is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with  San in the first name will appear. You can then click on the next to the Accumulation record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.

Create a Accumulation Record

  1. From the Core menu select 'Leaves'
  2. Then select 'Accumulation'
  3. Click on
  4. Select Employee, Position and Leave to add by clicking on the  arrows.
  5. The Leave Unit will automatically be added.
  6. Can enter a 'Description' or leave blank
  7. Enter a 'Length' for the Accrual. 
  8. Enter a 'Transaction Date' for the posting date
  9. Reported-This tracks whether or not the accumulation amount has been included on the pay stub.  It is very similar to the 'used' amount, which is normally displayed on the check stub.
  10. Click on to save desired changes to the Employee's Accumulation, click on Cancel to not post changes and return to the Accumulations grid.

Edit Employee Accumulation Leave

Only fields that are allowed to be edited will be displayed.

  1. Search desired Employee on grid
  2. Click on  to edit the Employee
  3. Make desired changes
  4. Click on to save desired changes to the Employees Accumulation, click on Cancel to not post changes and return to the Accumulations grid.

Delete Employee Accumulation Leave

  1. Search desired Employee on grid to delete
  2. Click on  to delete the Employee Accumulation

  3. Click on  to confirm deletion or Cancel to not delete Accumulation

Allowing of negative Personal, Sick and Vacation Leave

For more information on how the rules for Personal, Sick and Vacation leave regarding negative leave balances, go to Rules.

Accumulation Errors

The employee  is not eligible for Leave.  To add employee for Leave, go to Core/Positions and under Eligibility Flags, Check the appropriate Leave or Leaves.


Employee Max Leave Balance has been reached.  Go to employee's Leave and add more to their Max Leave Amount or click on Cancel to exit.


Mass Change

To add the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

 

 

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