Leaves - New

Owned by Andrea Boehm
Last updated: Feb 17, 2023Version comment
8 min read


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

For Accumulations, please go to Core/Leaves>Accumulations

**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. 

All fields will sort and filter except for the Balance field.  

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.

Include Archived Employees 

To include archived employees in the grid, click on .

Leave Type Eligibility

All Leave Types will display (if created) and show whether eligible or not eligible for that leave type.   Leave types are eligible if the leave type is selected in Position screen for Active or Inactive Positions.  The Employee Eligible or not Employee Eligible flag for the leave is shown on the individual leave type when viewed or edited as checked (eligible) or not checked (ineligible).  If there is no active or inactive position for the employee, then the eligibility flag will be unchecked.

Audit Report option after creating/editing Leaves - New

After creating/editing and saving Leaves - New, 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 .

Create a Leaves Record

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

     4.  Click on 

Click on next to the type to edit:

Field Definitions:

Leave

    • A Balance can be entered ONLY when creating a new Leave for an Employee.  When an absence is posted in CORE/ATTENDANCE, this field will be adjusted. This field cannot be changed after creation of the Leave for the new employee. Any changes that need to be made to the balance can be made through CORE/ATTENDANCE.
    • 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 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. **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 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.
    • The Daily or Hourly (Mandatory field) is the unit in which the benefits are stored. It can be hourly or daily. If no Unit is entered, an error will occur when saving. NOTE**This field needs to be entered for ALL Leave type, regardless if employee is Eligible or not. All 3 leaves types, have to have this field selected.
    • 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. 

Accumulation/Usage

    • 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 filed 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.

Advance Leave

    • 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 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. 
      •   

Part Time Sick

    • 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 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.

      5.  Enter in desired information for the Employees Leave

      6.  Click on to temporally save the Employee Leave to the Employee Information grid, click on Cancel to not add the Employee Leave to the Employee Information grid

      7.  Click on again, to save and add the Employee leave to the Leave grid. 

   8.  To Exit out of screen, click on in the far top right hand corner

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.

The Advanced Units Used will reset automatically to zero based on the period selected on the Advanced Leave Configuration.  The Max Advance amount will be available to the employee again but if the employee is no longer eligible the district will need to clear that field manually.

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

All leave units for the employee must be the same (all Daily or all Hourly)

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

All leave units for the employee must be the same (all Daily or all Hourly)

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.