Leave Processing Nickole Mitchell Leave Processing Tracking Leave

Leave Processing Nickole Mitchell

Leave Processing Tracking Leave Balances Only Docking - Insufficient Leave Balance Roll Leaves - HLROL 01 A. FMX Leave Plans Roll - HMLVE 04 A. FMX & Leave Plans Roll Listing - HELVE 11 A. REP • Move Leave Available to Beginning Year Available HLUTL 01 A. FMX • Set Current Year Leaves to Max Listing - HLUTL 02 A. REP • Clear Leaves - HYLVE 01 A. FMX • • 2

Tracking Leave Balances Only

Tracking Leave Balances Only • Leave Plans. HMLVE 01 A. FMX o Leave (SVAC) is used for tracking – it will have no effect on pay o Note the Dock Option & Plan Options 4

Tracking Leave Balances Only • Leave Accrual Report/Posting. HELVE 03 A. REP o o o To accrue hours, use Leave Accrual Report/Posting program Report Only = Yes to review data Report Only = No to Update the data in system 5

Tracking Leave Balances Only • Leave Accrual Posting Report-HELVE 03 A. REP o Report displays any changes made to the Leave Amounts 6

Tracking Leave Balances Only • Employee Leaves. HELVE 01 A. FMX o View Employee Leaves to see Accrued Hours 7

Tracking Leave Balances Only • Employee Leaves Detail. HELVE 01 A. FMX o View Employee Leaves Detail to see Accrued Amounts 8

Tracking Leave Balances Only • Employee Leave Input. HLENT 02 A. FMX o o Enter Leave input in this form Net Available amount immediately reflects this entry 9

Tracking Leave Balances Only • Leave Usage Report/Posting. HELVE 02 A. REP o o o Leave Posting Process will post the Leave Entries that meet parameters entered on this form Report Only = Yes, to view data to be recorded Report Only = No, Update to POST the leaves shown on Report 10

Tracking Leave Balances Only • Leave Taken Posting Report, Report generates and displays any changes made 11

Tracking Leave Balances Only • Employee Leaves. HELVE 01 A. FMX o View Taken and Accrued Hours 12

Tracking Leave Balances Only • Employee Leaves Detail. HELVE 01 A. FMX o View Accrued and Taken Amounts 13

Tracking Leave Balances Only • Employee Leaves Taken Calendar View. HEINQ 01 A. FMX 14

Docking – Insufficient Leave Balance

Docking – Insufficient Leave Balance • Leave (SILL) is a daily leave which will dock the Employee Pay if no leave available o Note the Daily Leave setting, Default Dock Source, Dock Option & Plan Options 16

Docking – Insufficient Leave Balance • Employee Contract Pays-HEPAY 04 A. FMX o o The Daily Rate is found in the Employee Contract Pays form Daily Rate will be used to calculate the Dock amount once the 17

Docking – Insufficient Leave Balance • When Leave is Entered, user will be prompted to Dock/Don’t Dock o Choose the appropriate option for Pay records to be generated 18

Docking – Insufficient Leave Balance • Leave Usage Report/Posting. HELVE 02 A. REP • Leave Posting Process will post the Leave Entries that meet parameters entered on this form o o Report Only = Yes, to view data to be recorded Report Only = No, Update to POST the leaves shown on Report 19

Docking – Insufficient Leave Balance • Leave Taken Posting Report – Report and Update Mode • Report displays any changes made to leave plan balances as well as Dock Duration 20

Docking – Insufficient Leave Balance • Post Leaves to Additional Pay-HLPAY 01 A. REP o o o Post Leaves to Additional Pay process will load Pay/Dock records to the “Payroll Input” form Report Only = Yes, to view data to be recorded Report Only = No, Update to POST the pays/docks shown on Report 21

Docking – Insufficient Leave Balance • Leaves Posted to Additional Pay • Report displays Employee Job, Earn Code, Time, Pay Rate and the Amount that will be used in the Payroll Calculation 22

Docking – Insufficient Leave Balance • Payroll Input. HEPAY 06 A. FMX o o Post Leaves to Additional Pay process loaded Pay/Dock records to the “Payroll Input” form Data can be reviewed in this screen and, if needed, could be edited 23

Docking – Insufficient Leave Balance • Employee Leaves -HELVE 01 A. FMX o The Leave Record is populated in the Employee Leaves Screen 24

Roll Leaves

Roll Leaves • Roll Leaves. HLROL 01 A. FMX o o Roll Leaves from one Leave Code/Plan to another Leave Code/Plan based on your specific business rules Fill out form according to specific rules 26

Roll Leaves • In the Role Adjustments section click to select the option used to determine what leave to roll. • Select the Roll up to Max option to roll the leave available less than or equal to the Max to Roll amount. • Select the Roll Excess of Max option to roll only leave available greater than the Max to Roll amount. • Select the Roll Max Only option to roll leave only if the employee has leave available that is greater than or equal to the Max to Roll amount. Available employee leave that is less than the Max to Roll amount will not roll to the next year. Available employee leave that is greater than the Max to Roll amount will roll up to the Max to Roll amount. • In the Set Available section click to select the option used to determine how to handle remaining leave. • Select the Remainder option to have any amount greater than the Max to Roll amount left on the old leave code and plan as an available amount. • Select the Zero option to set the leave amount available on the old leave plan to zero (no leave available). 27

Leave Plans Roll and Leave Plans Roll Listing

Leave Plans Roll & Leave Plans Roll Listing • Leave Plans. HMLVE 01 A. FMX o o Employees are on SVAC, Plan 01 for Year 1 -5 They accrue 10 days during the accrual process while on this plan 29

Leave Plans Roll & Leave Plans Roll Listing • Leave Plans. HMLVE 01 A. FMX o o Employees are on SVAC, Plan 02 for Year 6 -10 They accrue 15 days during the accrual process while on this plan 30

Leave Plans Roll & Leave Plans Roll Listing • Employee Leaves. HELVE 01 A. FMX o Note the plan for SVAC is currently set to 01 on this employee 31

Leave Plans Roll & Leave Plans Roll Listing • Leave Plans Roll-HELVE 04 A. FMX o o Plan SVAC – Plan 01 changes to SVAC – Plan 02 when 60 months has been completed Date Type from Employee Dates-HEDTE 01 A. FMX will be used when calculating months to roll 32

Leave Plans Roll & Leave Plans Roll Listing • Use to define the rules the program will follow when employees currently enrolled in one leave code plan are updated to a new leave code plan. For example, after 12 months of employment an employee’s leave plan may change from Vacation Leave Code Plan 01 to Vacation Leave Code Plan 02; however the employee retains available leave. • For example, the leave period could be the current pay period or current month. The program will count the number of months from the employee's date using the Date Type you select and add the Months to Roll. If the Months to Roll amount has been reached the employee will display on the report output and will be processed. 33

Leave Plans Roll & Leave Plans Roll Listing • Leave Plans Roll List -HELVE 11 A. FMX o o Report Only = Yes will allow data review before processing Report Only = No will process the Leave Plan changes 34

Leave Plans Roll & Leave Plans Roll Listing • Leaves Plans Roll Listing • Report displays Employment Status, Category, Hire Date, Months to Roll, Old Plan and New Plan 35

Leave Plans Roll & Leave Plans Roll Listing • After Leave Roll is processed, updated data can be viewed in Employee Leaves o o Plan is changed from 01 to 02 Details show that 8 days was moved from SVAC Plan 01 to SVAC Plan 02 36

Move Leave Available to Beginning Year Available

Move Leave Available to Beginning Year Available-HLUTL 01 A. FMX • Use to roll the available leave balance to the beginning year available leave balance. • When the process is complete, the Begin amount will reflect what the employee had available at the beginning of the ‘new’ year (either FY or CY). • View the available leave balances for the next year in the Prior Leave Plan Balances by Year block on the Employee Leaves Detail form. • Click the Process button to move the available leave to the Beginning Year Available field. An alert message will display asking you to confirm the correct Next Contract Year was entered. • The program will create a record for Employee Leave Balances. 38

Move Leave Available to Beginning Year Available • Profiles-AMPRF 01 A. FMX • HLENT 02 A_SHOW_ACCURED_USED_YTD to decide if the Accrued and Used balances will display as Calendar or Fiscal Year amounts 39

Move Leave Available to Beginning Year Available • Employee Leave Input. HLENT 02 A. FMX o Accrued/Taken Columns • Employee Leaves. HELVE 01 A. FMX o Accrued/Taken Columns 40

Move Leave Available to Beginning Year Available • Available amount will move to Begin column • Click Process, then verify Year 41

Move Leave Available to Beginning Year Available • Move Leave Available to Beginning Year Available-HLUTL 01 A. FMX o After processing is complete, view log/error messages 42

Move Leave Available to Beginning Year Available-HLUTL 01 A. FMX • View new Begin amount on Employee Leaves. HELVE 01 A. FMX 43

Set Current Year Leaves to Max Listing

Set Current Year Leaves to Max Listing • Leave Plans. HMLVE 01 A. FMX • Review plan properties are in line with Business Rules 45

Set Current Year Leaves to Max Listing • Set Current Leaves to Max Listing – HLUTL 02 A. REP o 3 Options for “Set Leave Available Based on: ” § Max Cur Year Avail to Roll 46

Set Current Year Leaves to Max Listing • “New Total Leave Avail” will be the lesser of the “CY Avail” and “Max CY Avail Allwd” • Accruals can then be processed as Business Rules apply 47

Set Current Year Leaves to Max Listing • Set Current Leaves to Max Listing – HLUTL 02 A. REP o 3 Options for “Set Leave Available Based on: ” § Employee CY & Max Cur Year Avail to Roll 48

Set Current Year Leaves to Max Listing • 23 – 13 = 10 • ‘CY Avail’ – (‘CY Accrd’ – ‘CY Taken’ + ‘Max CY Avail Allwd’) = ‘New Total Leave Avail’ o Note…if the net of the amount within the parenthesis is less than zero the record is not included in the process 49

Set Current Year Leaves to Max Listing • Set Current Leaves to Max Listing – HLUTL 02 A. REP o 3 Options for “Set Leave Available Based on: ” § Leave Plan Max Avail 50

Set Current Year Leaves to Max Listing • “New Total Leave Avail” is “Max Leave Avail” or “Max Avail” on Leave Plans-hmlve 01 a. fmx • You may merely assign time and not accrue 51

Clear Leaves

Clear Leaves-HYLVE 01 A. FMX Clearing leave amounts is the first step in processing employee leave for the current payroll period. You must clear the leave amounts and totals so that the current leave balances are correct on the payroll checks and reports. When the leave are cleared the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are also cleared. Use to clear the following leave balances: • Current accrued or taken leave amounts since the previous posted leave • Month-to-date to clear leave totals including current totals at the beginning of a new month • Quarter-to-date to clear quarter-to-date leave totals including current totals at the beginning of a new quarter (usually January, April, July, and October). You may also select the CUR and MTD check boxes. • Year-to-date totals to clear year-to-date leave totals including current totals for the calendar year. You may also select the MTD and QTD check boxes. • Fiscal-to-date totals to clear fiscal year-to-date leave totals including current totals for the fiscal year. 53

Clear Leaves-HYLVE 01 A. FMX • Employee Leaves. HELVE 01 A. FMX • View Leave Amounts 54

Clear Leaves • Employee Leaves Detail. HELVE 02 A. FMX • View Leave Amounts 55

Clear Leaves • Clear Leaves. HYLVE 01 A. FMX • Choose preferences based on specific Business Rules 56

Clear Leaves • Clear Leaves. HYLVE 01 A. FMX • Clear Leave History - View historical usage 57

Clear Leaves You can also use the Clear Leave Amounts option to clear the following summary leave amounts if necessary. Generally, you should not clear any of these leave balances unless directed by Weidenhammer: • Available leaves: clear the total leave amounts available for employees to take • Taken totals to clear the total leave amounts employees have taken • Accrued totals to clear the total leave amounts employees have accrued 58

Clear Leaves • Employee Leaves. HELVE 01 A. FMX • Leaves data still on Employee Leaves screen – but Details are updated… 59

Clear Leaves • Employee Leaves Detail. HELVE 02 A. FMX o o Note the Current, MTD, QTD, YTD are all cleared FTD is still tracking up 60

Discussion

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