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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. 

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

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4.  Click on .

Info Message will appear if a Leaves Record is already created for this employee. Will take you to Edit mode:

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• • 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:
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    • If the Leave Unit is left blank, when entering an absence in Attendance, an Error will occur:
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  • The Max Leave Amount field keeps the leave balances from exceeding maximums as set-up by the district. Maximums must be entered 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 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.
    
    
  • 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 filed 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.

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Changing employee from Hourly Sick Leave to Daily Sick LeaveLeave

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:

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Accruing leave for one employee at a time, the Accumulations option can be used.  Accruing leave will be reflected on the employees' 'Balance' and  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.

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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 Image Removed next to the Accumulation record you are searching for to view the data relating to this employee or click on the Image Removed to edit the record or Image Removed to delete the record.

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Include Archived Employees

To include archived employees, click on Image Removed.

Create a Accumulation Record

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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 Image Added next to the Accumulation record you are searching for to view the data relating to this employee or click on the Image Added to edit the record or Image Added to delete the record.

Image Added

Include Archived Employees

To include archived employees, click on Image Added.

Create a Accumulation Record

1. From the Core menu select 'Leaves'
2. Then select 'Accumulation.'
3. Click on Image Added
   1. To create a single Accumulation, the Close option can be checked Image Added .  If the Create New option is checked, click the Image Added checkbox to uncheck it and then click on the Close box. Image Added
   2. To create multiple Accumulations, the Create New option should be checked Image Added.  If the Close option is checked Image Addedclick the checkbox to uncheck it and then click on the Create New box Image Added
4. Select an Employee by clicking on the Image Added arrows.
5. Select a Position (filtered to only include eligible positions for selected leave) by clicking on the Image Modified arrows.
6. Select a Leave by clicking on the Image Added 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.
    

Image RemovedImage Added

Edit Employee Accumulation Leave

Only fields that are allowed to be edited will be displayed.

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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