Leave Banks Page

Use the Leave Bank page to assign leave codes to new and pending employees. The page stores up to 10 leave codes, as defined in the Leave table. You can update leave banks for existing employees in their Employee Information detail page's Leave Bank tab.

Leave Banks

Leave banks are identified by the first digit in their three-digit codes. Since there are ten numbers from 0-9, you can select and update up to 10 leave types on the Leave Bank page.

The first digit of a leave code represents a particular leave type, for example, sick time, vacation time, or compensatory time.
Only one code from a particular bank can be entered on the Leave Banks page.
Initially, the system defaults leave records from the job class assigned in the employee's primary pay rate if the Pay Rates page precedes the Leave Bank page in the employee add process.

Employees who have a pending status still accrue leave. Refer to Pending Employee Center for more information.

Set Up and Processing Leave

If the Pay Rates page precedes the Leave Banks page in the add employee process, the system defaults leave codes to the Leave Banks page from the primary pay rate's job class. If not, you must add the necessary leave codes.

Remember that when you replace an employee's primary rate later or change the primary rate's job class, the class's leave codes do not default. In this case, you must add or change the leave codes individually.

Pay codes include two fields that affect the Balance, Taken YTD, and Earned YTD fields on the Leave Bank tab of the employee record:

Leave to Add Time to field adds time to the Balance and Earned YTD totals for the leave code. This tracks leave for compensatory time.
Leave to Subtract Time from field subtracts time from the leave bank Balance and adds time to the Taken YTD. Besides compensatory time, you can apply this tracking to sick leave, personal days, sabbatical leave, disability leave, and vacation leave.

For more information, refer to:

Fields

Field	Description
Leave Anniversary	Date an employee becomes eligible for leave. Initially, the system defaults the hiring date from the Employment tab in the employee's Base Employee Information page. You may change the displayed date as needed. While you can leave this field blank, you must include a date if you use leave banks with an Anniversary accrual type. Refer to the Earned YTD field description for explanations of the various accrual types.
Leave	Code identifying the type of leave, as defined in the Leave table. Leave codes use three characters, 001 through 999. The limit is three integers. You may enter up to 10 codes per employee, but only one from each possible leave bank. The code's first digit identifies the leave bank for the type of leave. For example, all codes beginning with 0 might identify sick leave, and all codes starting with 1, vacation leave. The other digits in a code identify various levels within a type of leave. For example, the personal leave code 310 might apply to employees with 0‑3 years of service and 320 to those with 4‑7 years of experience. If you use a leave bank with the Charge Excess Leave method, you must enter leave codes in the order that leave should be charged. Refer to the Balance field description for more details.
Balance	When you are adding an employee record, the Balance, Taken YTD, and Earned YTD fields default to zero. These can be changed. If new employees receive an initial balance of a leave type, it can be entered here. Unused leave balance for the related leave code. The Leave table designates how the system should process leave that exceeds the available balance based on the excess leave methods as in Leave Banks Page#Balance. Example: An employee has sick, vacation, and personal leave banks, each with an excess leave method of Charge Excess Leave and a maximum balance of 80 hours. When sick time reaches the 80‑hour limit, any additional time is charged as vacation leave. Likewise, if vacation leave reaches its limit, any additional time is charged as personal leave, provided it still has a balance. If all personal leave is used and no leave code follows, the system calculates the excess leave as leave without pay. In this case, the table record for personal leave must have an excess leave method of Charge as LWOP.
Taken YTD	Leave taken to date during the current calendar year. The system updates leave time (hours or days) based on the pay codes entered when setting up a pay run or when entering and posting attendance.
Earned YTD	Leave earned to date for the related leave code. The system calculates the values added to this field based on the leave code's accrual type, as defined in the Leave table: Anniversary: Uses the accrual rate from the Leave Code table when the anniversary date falls after the date last paid but on or before a payroll's period ending date. Updates for these accrual types are noted in two reports: Pre‑calculation Journal Exceptions and Payroll Calculation Exceptions. Pay Period Amount: Uses the accrual rate from the Leave Code table every pay period. Pay Period Rate: Uses a fractional accrual amount based on the Leave Code table's accrual rate multiplied by either a pay period's default hours or the employee's timecard hours. Monthly: Uses the accrual rate from the Leave Code table when you select the Accrue Monthly Leave option during payroll processing. Fiscal: Uses the accrual rate from the Leave Code table to update the YTD field when you run the Fiscal Leave Accrual option from Human Resources System's Year End.

Balance

Field	Description
Negative Balance	Allows a negative balance, thereby preventing a deduction from the employee's gross pay rate.
Leave Without Pay	Charges excess leave to pay code 099, which is reserved for LWOP. The system uses the docking rate from the employee's primary rate to calculate the deduction taken from the gross during a pay run.
Charge Excess Leave	Charges the next lower leave bank level for the excess leave. To accommodate this, employees' leave banks must be entered in the order leave should be charged.