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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.
- The Image Modified 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:
- Image Modified. Then select Image Modified. 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.
  - Image Modified

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.