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

Leave is tracked at the Employee Level and not by Position.

Districts can enter Absences based on position, but leave will be tracked per employee and in either Days or Hours, but not both.

**NOTE** If Max Leave Amount is removed or blank and Accrual option is then used, it will clear the employee's Leave Balance. 

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 - Detail view of the entries for employee

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear.  This can be used to detail out the entries for the employee's Leaves:

Include Archived Employees 

To include archived employees in the grid, click on .

If an employee's Position is marked as Terminated or deceased and is marked for Eligibility, the employee's Leaves screen will be archived

Terminated Employees

Employee's marked as a Position Status of Terminated, will not show on the grid.

Audit Report option after creating/editing Leaves and Accumulations

After creating/editing and saving Leaves and Accumulations, have the option to run an Audit Report on the new information entered:

Click on button.

Enter a Start and Stop Date and click on the .

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:

Field Definitions 

• • 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 (Mandatory field) is the unit in which the benefits are stored. It can be hours or daily. If no Leave Unit is entered, an error will occur when saving
    • 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:
      
      
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    • If changing from Daily to Hourly, when trying to Save, a message will appear.  Enter a numeric value between 1 and 8 in the 'Hours Per Day' for the employee.  This is a required to change from days to hours so the leave balances can be converted:
      • 
    • If the Leave Unit is left blank, when entering an absence in Attendance, an Error will occur:
      • 
  • The Max Leave Amount field keeps the leave balances from exceeding maximums as set-up by the district. Maximums are required for any leave that will be accruing. Personal leave does not need a maximum if it is reset. **NOTE**  If Max Leave Amount is removed or blank and Accrual option is then used, it will clear the employee's Leave Balance. 
    
    
  • The Reset Value option is only for Personal leave.  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 begin to increase once the employee has exhausted their sick leave balance, If the district wants the Advanced Units Used to decrease when an accrual is processed then they will need to make sure that the Advanced Payoff flag under System/Configuration/Advanced Sick Leave Configuration is checked.     
    
    
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  • 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 exhausted.  This field contains the Maximum number of  advance sick days that can be used.
    
    
  • 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, enter 4.6 for hourly employees. If employee is daily, this rate would need to be determined.  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 Current Service Hours will decrease by 80 and will leave the remaining amount and the 4.6 Hours will be added to the employee Balance.

• • 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 will be updated once the payroll is ran, that includes the absence days.  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, 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 - will be updated the next time payroll is ran.  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.

Setting up Advance Sick Leave

Go to System/Rules and Enable the rule Prevent the Advanced Sick Leave  balance from going past the Max Advanced allowed.

Go to System/Configuration/Advanced Leave Configuration-

Check the field if the Max Advanced is always available. Accumulations will decrease the 'Advance Units Used' in Leaves and will allow the employee to reuse the advance sick days during period selected.

Leave unchecked if the Max Advance will be available only once,. Accumulations will not affect the 'Advance Units Used' in Leaves and the employee is only allowed to use the sick advance days during period selected.

Set up the Period Options-The Period Options are the date range when the advance sick will be counted. Select one of the following:

• Fiscal Year  (July through June)
• Calendar Year (January through December) 
• Custom Period, provide start and end dates

If using Custom Period enter the Custom Start Date and Custom End Date in the fields provided.

Manually add or Mass Load-Mass Load#Leaves the Max Advance Leave amount available for employee(s)

If using Attendance/Absence Importing and employee will go negative, district will have to check 'Allow Negative Leave Balance' to insure the import file completes without any errors.

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

Changing employee from Hourly Sick Leave to Daily Sick Leave

This option is typically used for those regular part-time employees that now accrue leave daily.

To convert an employee's Sick Leave Balance and Current Service Hours:

1. In the Employee Screen, uncheck the Part Time flag
2. Update Accum Per Month accordingly (Based on district accum)
3. Change Leave Unit to Daily for Sick, Personal and Vacation
4. Change Max Leave amount to XXX (use what district allows for Max Leave for Sick)
5. Uncheck Accumulate Based on Hours flag
6. Remove the Current Service Hours
7. Remove the Service Hours Accumulation
8. Click on Save, when asked for Hours in Day, enter the employee's daily hours from the Compensation that was used for the previous hourly accrual, click on Save.
9. This will update the balance from hours to days
10. Go to Accumulations and add an Accumulation record for the additional days needed to get the employee's balance to the correct amount. This amount will then show in the Unreported accumulation, for next time payroll is ran with this employee included.

Changing employee from Daily to Part-Time Sick Leave

To convert an employee's Sick Leave Balance to Hourly:

1. Check Part-Time flag in the Employee’s record

2. Modify Leaves record

3. Remove ‘Accum Per Month’ amount

4. Change Leave Unit to Hourly for Sick, Personal and Vacation

5. Add up how many hours they have so far (that's not included in the Sick Balance) and add this in the Current Service hours.

6. Change Max Leave Amount to XXXX (what they use for Hourly employees)

7. Check ‘Accumulate Based on Hours’

8. Add ‘Service Hours Accumulation’ (4.60)

9. Click on Save, when asked for Hours in Day, enter the employee's Daily Hours from the Compensation that was used for the previous accrual, click on Save. 

10. This will update the balance from days to Hours
11. Use the Processing/Benefit update and projection/Part Time Sick Leave Accrual to determine part-time employee's sick leave accumulations based on 80 hours of service.

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 immediately.  Once the next payroll is completed, the 'Unreported Accumulation' field will be cleared.  The system will go off the actual date (todays date) it was entered and not the Transaction date that was entered, to update the balance.

**NOTE** Imported Accum leaves cannot be deleted, they can only be viewed**

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.

Include Archived Employees

To include archived employees, click on .

Create a Accumulation Record

1. From the Core menu select 'Leaves'
2. Then select 'Accumulation.'
3. Click on
   1. To create a single Accumulation, the Close option can be checked  .  If the Create New option is checked, click the  checkbox to uncheck it and then click on the Close box. 
   2. To create multiple Accumulations, the Create New option should be checked .  If the Close option is checked click the checkbox to uncheck it and then click on the Create New box 
4. Select an Employee by clicking on the  arrows.
5. Select a Position (filtered to only include eligible positions for selected leave) by clicking on the  arrows.
6. Select a Leave by clicking on the  arrows.
7. The Leave Unit will automatically be added.
8. Can enter a 'Description' or leave blank.
9. Enter a 'Length' for the Accrual. 
10. Enter a 'Transaction Date' for the posting date (Date can be added for any month.  Does not require an Open posting period to be open)
11. 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 - Accumulations

For more detail information on 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