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Leave

Leave

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Nov 17, 2025

 

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' -

  2. Click on 

  3. Select Employee by clicking on the 

     arrow.

     4.  Click on 

Field Definitions:

Leaves

Accumulation/Usage

Advance Leave

Part Time Sick

ORC 124.382 states overtime hours should not be included when determine part-time sick leave accruals. The software was enhanced to exclude overtime when doing it’s calculations for part-time sick leave accruals - reflected on the Leaves>Sick>Current Service Hours field.

      5.  Enter in desired information for the Employees Leave

      6.  Click on

   7.  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 an Employee From Hourly Sick Leave to Daily Sick Leave

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

To convert an employee's leave Balance and Current Service Hours values:

  1. Go to the Employee record, unmark the Part Time checkbox.

  2. Go the the employee's Leave record and click Edit.  

    1. Change Leave Unit for Sick, Personal, and Vacation to Daily.

    2. Unmark Accumulate Based on Hours checkbox.

    3. Remove the Current Service Hours value.

    4. Remove the Service Hours Accumulator value.

  3. Click Save.  A pop-up box will appear asking to enter the employee's hours in a day.  This value can be located by going to Compensation>Hours In Day.  Enter the appropriate value and click Save.

  4. Verify the Accum Per Month and Max Leave Amount.  Update if needed.

  5. Go to the Accumulations tab and click Create to update the employee's balance.

    1. Enter the employee's name or ID, or select the employee from the dropdown.

    2. Select the appropriate leave type. 

    3. If leave is tracked by Position, select the appropriate Position from the dropdown.  If leave is not tracked by Position, the field can be left blank.

    4. Enter a description.

    5. Enter the length needed to be added to the employee's current balance to bring the balance to the value it needs to be.

    6. Enter or select a date from the calendar to be used as the transaction date.