Leave Table

Leave Code

A code identifying the type of leave, such as sick, vacation, or personal.

The limit is three numeric characters.

Define codes using numbers from 001 to 999. The first digit in the code 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.

For three-digit coding, use zeros in front of codes that are less than 100, for example, 008 and 075. For more information, refer to Setting Up Leave Codes and Accruing Leave.

Leave Title

The title of the leave, which appears on pages and in reports.

The limit is 25 characters.

Check Title

An abbreviated description of the leave title to be printed on paycheck stubs. One approach to using this field is to use the name of the leave bank associated with the record.

For example, if the titles VACATION 0-5 YEARS and VACATION OVER 5 YEARS are used to describe two different vacation leave codes, enter VACATION as the paycheck titles for both types of leave.

The limit is ten characters.

Accrual Type

Determines whether leave accrual is based on the employee anniversary date, your fiscal year, a monthly period, or a pay period. For pay period accrual, you can use an amount or percentage multiplied by the units worked.

The Accrual Type and Accrual Control fields work together to determine how accrual amounts are updated in the Earned YTD and Balance fields in the Employee Information Leave Bank tab. Refer to the Accrual Control field for further details.

Select:

• A - Anniversary - Accrues leave on the employee anniversary date. When adding a new employee, this date defaults to the Leave Banks page from the Hire Date in the employee Base Employee Information page, though it may be changed, for example, to prevent accrual during a probationary period. With this setting, accrual occurs during payroll calculation.

• B - Pay Period Amount - Accrues a leave amount each pay period during payroll calculation. The system updates the Earned YTD field on the employee Leave Bank tab each time the employee is paid.

• F - Fiscal - Accrues leave on a fiscal year basis. Accruals are updated by the Fiscal Leave Accrual option, as described in Fiscal Leave Accrual.

• M - Monthly - Accrues leave on a monthly basis. The accrual occurs during payroll processing when the Clear Balances option is run, and the Accrue Monthly Leave checkbox is selected.

• P - Pay Period Rate - Accrues leave in percentage increments each pay period during payroll calculation. The accrual is based on the Accrual Rate times the number of units entered on the employee's timecard (Accrual Rate x Time card Units = Leave Earned).

Accrual Rate

The amount or percentage to determine the leave time accrued in an employee Leave Bank tab. Enter amounts in dollars and cents and rates in decimal format (50% = 0.5).

The limit is ten total numeric characters plus a decimal, with up to four digits before the decimal and up to six digits following the decimal.

This value depends on the accrual type assigned.

For a summary of how the Accrual Type field relates to the value in the Accrual Rate field, refer to Accrual Type and Accrual Rate Values.

You can limit the amount of leave time earned by setting the Maximum Earned and Maximum Balance fields. Once these limits are met, the system disregards any additional time earned.

For an example of how the Accrual Rate field relates to the value in the Leave Code field, refer to Accrual Rate and Leave Code Values.

For additional information on accruing leave, refer to Setting Up Leave Codes and Accruing Leave.

Accrual Control

Determines how accrual amounts are updated in the Earned YTD field on an employee's Leave Bank tab.

Select:

• N - None - does not update an employee's leave banks.

• P - Timecard Hours - updates an employee's leave banks based on units entered manually in an employee's timecard during payroll processing.

• F - Default Hours - updates an employee's leave banks based on Pay Hours from the employee's primary pay rate record.

For leave records with an accrual type of Anniversary, Fiscal, or Monthly, select N - None in the Accrual Control field.

For an explanation of how the Accrual Control field relates to records with an Accrual Type of Pay Period Amount or Pay Period Rate, refer to Accrual Control and Accrual Type Values.

Maximum Balance

The maximum leave balance an employee may carry for this leave code. This field checks the Balance field for the leave code on the Employee Information page's Leave Bank tab.

The limit is eight total numeric characters plus a decimal, with up to four digits before the decimal and up to four digits following the decimal.

For leave records that allow time to roll over from one year to the next, the system checks this field to verify that the sum of the leave rolled over and the amount accrued does not exceed the limit. If there is no maximum, enter 9999.

Years of Service

Minimum number of years of service the employee needs to complete to qualify for a leave award. Based on this criteria, the system moves the employee from one leave code to the next within a bank when the employee completes the years required.

For example, leave is awarded on an anniversary basis, the employee's leave anniversary is 10/08/2008, and three years of service are required. If the pay run's period ending date is 10/08/2011 or later, the system will advance the employee to the following sequential code within the leave bank.

For more information about how the Accrual Type field determines which option advances an employee to the following leave code when the anniversary date is reached, refer to Accrual Type and Leave Banks.

Excess Leave Usage Method

Determines what happens when an employee's Taken YTD amount exceeds the Balance for this leave record.

Select:

• N - Allow Negative Balance - Allows a negative leave balance without affecting the employee's pay. This prevents the employee from being docked for using excess leave.

• L - Charge as LWOP (Leave without pay) - Uses pay code 099 to record the excess leave during pay runs. Excess leave triggers a deduction from the employee's gross pay based on the primary rate's docking rate. LWOP amounts are also deducted from the Contract Limit field in employees' Pay Rate records.

• C - Charge Next Level - Charges the employee's next leave bank for the excess leave after the balance has been used, depending on the order of codes on the employee's Leave page. The following conditions apply:

  • The look-up stops if the following code does not have a balance available and does not use Charge Next Level. The system uses the method defined for the leave code.

  • If the following code uses Charge as LWOP, the excess leave is charged as leave without pay. If the code uses Allow Negative Balance, the system assesses the negative balance.

  • If the following code does not have a balance available and uses a C method, the system proceeds to the following code.

The checking continues until the system finds a leave bank with a balance remaining or a leave code using the Allow Negative Balance or Charge as LWOP method.

Rollover Limit

The maximum balance of unused leave time that can be rolled over at the end of a contract or calendar year. Any leave exceeding the maximum rolls into the bank designated by the Rollover Code field.

The limit is eight total numeric characters plus a decimal, with up to 4 digits before the decimal and up to 4 digits following the decimal.

If employees can retain all remaining time in a leave bank, enter a number higher than anyone might accrue, such as 9999. Also, ensure the Maximum Balance field is high enough to accommodate rollover amounts. If there is a limit, enter the number of units specified by your policies. If employees cannot retain unused time for a leave bank, enter 0.00.

For example, if the rollover limit is ten and you have 15 units as the balance before rollover, ten units are retained at the end of the period, and five are rolled into the leave code identified by the rollover code. If the Rollover Code is blank, the excess leave is purged.

Rollover Code

The code designating the leave bank to use for rolling over leave amounts exceeding a leave code's Rollover Limit setting. To identify a bank, enter the first character of the bank's leave codes. For example, if the receiving leave bank includes codes in the 400-499 range, enter 4.

To store excess leave in the bank identified by the current code, enter the leave code's first digit. For example, if you define a sick leave record and use 323 as the leave code, enter 3 in the Rollover Code field to roll over this record's leave into the bank for sick leave.

When processing excess leave, the system checks for the leave bank that matches the rollover code. If none is found, the excess leave is purged. Excess leave is also purged if you leave the Rollover Code field blank.

For example, the rollover limit for personal leave is five units, and six units remain at the end of the year. Your leave policy allows rolling excess personal leave into the sick leave bank. If the sick leave code is 110, enter 1 as the rollover code. After the rollover, the personal leave balance retains five units, and the sick leave balance increases by one, as long as this does not exceed the maximum balance.

Maximum Earned

The maximum amount of leave that can be earned in a year.

The limit is eight total numeric characters plus a decimal, with up to 4 digits before the decimal and up to 4 digits following the decimal.

If there is no limit, enter 0 (zero) or a number higher than an employee can accrue, such as 9999. This field controls the amount in the YTD Earned field for this leave code. You can enter the same value in this field as in the Maximum Balance field, provided the leave code does not allow for a maximum balance greater than the maximum annual leave earned.

Unused Payment Method

The method for calculating the payment due when an employee has yet to use all the paid leave. This value is referenced when you use the Employee Information Payouts item.

Select:

• P - Current Pay Rate - Uses the employee's current primary docking rate to calculate the amount paid for unused leave.

• F - Fixed Amount - Uses a fixed amount to calculate the amount due for unused leave. This amount is defined in the Unused Pay field.

• N - No Payment - Indicates no pay is issued for unused leave.

Unused Pay

The dollar amount to be paid per eligible leave unit for unused leave when the unused payment method is Fixed Amount. For other payment methods, leave the field at its zero default.

The limit is eight total numeric characters plus a decimal, with up to four digits before the decimal and up to four digits following the decimal.

For example, if the leave units are days and unused sick leave is paid at $40 per day, enter 40 as the unused pay amount. If the units are hours and a workday is 8 hours long, enter 5 (40 ÷ 8).

Print Flag

Checkbox indicating whether information from the current leave record will print on employee paycheck stubs. Select the checkbox to allow printing of the leave information. Leave the field blank to exclude leave information.

Include in Civil Rights Data Collection

Select to include the leave code in the CRDC ten-day absence calculation. When selected, the leave calculation type field appears, defaulted to Daily. Select Hourly if your district uses hourly leave codes for teachers.

Select:

• D - Daily

• H - Hour

Anniversary

The number of leave units the employee earns in a calendar year.

Pay Period Amount

The number of leave units the employee earns each pay period.

Pay Period Rate

The percentage the system multiplies by the employee's timecard units for each pay period.

Enter the percentage in decimal format.

Monthly

The number of leave units the employee earns each month. The system adds this amount to the employee Earned YTD field for this leave code when you use the Clear/Update Balances option during payroll processing.

Fiscal

The number of leave units the employee earns for the fiscal year. The system adds this amount to the employee Earned YTD field for this leave code when you use the Fiscal Leave Accrual option during year-end processing.

100

101

24

40

0

3

None

Pay Period Amount or Pay Period Rate

Only when the pay period's timecard units equal or exceed Pay Hours from the primary pay rate.

Timecard Hours or Default Hours

Pay Period Amount

Based on the amount in the leave record's Accrual Rate field.

Timecard Hours

Pay Period Rate

Based on the following formula: Leave Earned = Accrual Rate x Time card Units.

Default Hours

Pay Period Rate

Based on the following formula: Leave Earned = Accrual Rate x Pay Hours from the primary pay rate.

A - Anniversary

Payroll > Pay Run Processing > Pay Calculation

B - Pay Period Amount

Payroll > Pay Run Processing > Pay Calculation

F - Fiscal

Year End > Fiscal Leave Accrual

M - Monthly

Payroll > Pay Run Processing > Clear Balances > Accrue Monthly Leave

P - Pay Period Rate

Payroll > Pay Run Processing > Pay Calculation

Pay Code

Code identifying the Pay Code record to associate with the Leave record. The pay code must have its Time Entry Allowed field set to Y - Assoc (Associated) Time Entry. Also, the pay code must be defined to either increment or decrease the employee's leave bank. You can associate the Leave record with several pay code records.

Example: Leave code 301 is for Administrative Sick Leave. You also have a pay code record 301, which subtracts time from the employee's YTD Earned value when used in a timecard. In the Pay Code table, you associate leave code 301 with pay code 301.

You want to allow employees to enter their leave time for leave code 301 via Time Entry. Therefore you must take the following two additional steps:

• Set pay code 301's Time Entry Allowed field to Y - Assoc (Associated) Time Entry.

• Update leave code 301's Time Entry Pay Codes page to contain pay code 301.

Employees with leave code 301 can now update their leave time via Time Entry if their records allow access to this option.

For information on the relationship between pay and leave codes, refer to Setting Up Leave Codes and Accruing Leave and Time Entry's Leave Table. For details on how specific fields and their settings relate to leave accrual and payroll timecard entry, refer to Pay Code Table and Employee Timecard Entry.