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Benefit Update and Projection

Benefit Update and Projection

Overview

The Benefit Update and Projection program provides features that facilitate the tracking of employee vacation, sick leave, and personal leave amounts. The program can be run once each month or as needed to keep balances current.

The Benefit Update and Projection program also assists in converting unused personal leave to sick leave or payment to the employee and in converting Part Time Sick Leave balance for Part-time employees.

Posting Period must be open in order for leave or payment to be posted. Will produce an Error message when ran in Actual:

If trying to post PL to Pay, PL to Sick Leave or Part Time Sick Leave Accrual, the Effective Date has to match what month you are currently in.

For Example, if you have September open and current but the actual date is an October day, this error will occur.  Have to make October Open or Current in Posting Period and use a October Effective Date 


The 'Accrual' Option allows you to create a projection report or actually perform the accrual calculations for employee vacation, sick leave, and/or personal leave. The accrual amounts are based upon the values entered in the Accum/month fields in the CORE/LEAVES record. For the accumulation fields, a value must also be entered in the Maximum field. During the accumulation process, any maximum field that is left blank will set the employee balance to zero. An error message will also be listed for any employee that has reached the maximum during the accumulation. A Accumulate Sick Leave entry will be added under CORE/LEAVES/ACCUMULATIONS:

The 'Reset Personal Leave' allows you to create a projection report or reset the employee personal leave balance as setup in the CORE/LEAVES record. When Benefit Update and Projection is run, the leave type specified will be reset by the value entered in the Personal, Reset value field. The report includes the previous personal leave balance, the amount that will be added to the current personal leave balance to bring the balance to the reset value, and the new balance.  Reset personal leave will create a new Balance Transaction and will not show in the CORE/LEAVES/ACCUMULATION tab.

The 'Convert Personal Leave To Pay' employees for unused personal leave. When the amount is calculated, partial days may be included or excluded from the payment. When the actual option is processed, a Future MIS entry will be added automatically if the 

 was checked:

The 'Convert Personal Leave to Sick Leave' allows for unused personal leave days to be converted to sick leave. When the actual option is processed, two entries will show in CORE/LEAVES/ACCUMULATION tab:

The 'Part Time Sick Leave Accrual' allows you to first create a Projection report and then complete the Actual calculations for the employees 'Part Time Sick leave'.  The accrual amounts are based upon the values entered in the employee's Current Service Hours, Service Hours Accumulator and by checking the box for, 'Accumulate Based On Hours' field, in the CORE/LEAVES/SICK record.  On the 'EMPLOYEE' screen, the 'Part Time' box needs to be checked in order to be included on the 'Part Time Sick Leave' accrual. 

 Accrual Option

Employees will be on the report/updated if the employee is eligible for the leave type for the leave type selected, regardless of the employee Compensations are Active or Non-active. 

If the employee Position record is archive, the employee will NOT be included in the processing of an Accrual accumulation.

The 'Benefit Accrual Report' is the default file name for the Accrual report. This can be changed by entering a new file name in the Report Title field.

The Report Format options available:

  • PDF (download)

  • Comma Separated Values

  • Excel-Data

The Accrual or Projection? The projection (P) option is the default option and is recommended to be ran first to allow for verification of data before the accrual is made.

Select the type of benefit to be accrued in the Benefit Accrual Options field. The following type of leave are available:

  • All leave types.

  • Personal leave

  • Sick leave

  • Sick and Vacation

  • Vacation leave

The date entered in the Specific Accrual Date field will be the date used as the Transaction Date when the Accumulation record is created.  If a Specific Accrual Date is not entered, the current system date will be used as the Transaction Date when the Accumulation record is created.  In either case, the employee's leave balance is immediately updated.  Accumulation records can be found by going to Core>Leaves>Accumulations or the employee's dashboard>Accumulations.  

The Include ineligible Positions field offers the following options:

  • Check to Include ineligible jobs. Jobs not eligible for benefit(s) will be included on the report.

  • Leave Unchecked if to Exclude ineligible jobs. Only jobs eligible for benefit(s) selected will be included on the report.

The Sort Options field offers the following options:

  • Employee Name

  • Employee Number

  • Pay Group

  • Building / Department

  • Certified / Classified

The Select Pay Groups field allows you to select specific Pay Groups for reporting purposes.  Highlight to select those pay groups that you wish to report on from the Available box and move it over

 to the Selected box.  You can choose none or any number of pay groups to report on.  To remove from the selected box use 
 to move it back to the available box.

Or/Both

The Select Employees field allows you to select specific Employees for reporting purposes. This field is sorted by Last Name, First Name respectively.  Highlight to select those Employees that you wish to report on from the Available box and move it over 

 to the Selected box.  You can choose none or any number of Employees to report on.  To remove from the selected box use 
 to move it back to the available box.

After you have all the selections entered, you will want to 

sample reports

Benefit Accrual Report- (This example report used the Benefit Accrual options of Sick and Vacation and is sorted by Employee Name)

 

 

 

 

 

Reset Personal Leave Option

Employees will be on the report/updated if the employee is eligible for the leave type for the leave type selected, regardless if the employee Compensations are Active or Non-active.

If an Employee record is archived and the Personal Leave flag on the Position record is set to True the employee will NOT be included in the processing of Personal Leave accumulation.

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The Reset or Projection:  The projection option is the default option and is recommended to be ran first to allow for verification of data before the reset takes place.

The Report Format options available:

  • PDF (download)

  • Comma Separated Values

  • Excel-Data

Enter in the Specific Accrual Date

The Include ineligible Positions? field offers the following options:

  • Check to Include ineligible jobs: Jobs not eligible for benefit(s) will be included on the report.

  • Leave Unchecked if to Exclude ineligible jobs: Only jobs eligible for benefit(s) selected will be included on the report.

Carry Over Amount For Daily Balance - Max amount of old personal leave balance to be carried forward into new personal leave balance for Daily employees. Amount carried forward will not be applied beyond the Personal Leave - Max Leave Amount for the employee. Leave blank to avoid carrying over any remaining balance.

Carry Over Amount For Hourly Balance - Max amount of old personal leave balance to be carried forward into new personal leave balance for Hourly employees. Amount carried forward will not be applied beyond the Personal Leave - Max Leave Amount for the employee. Leave blank to avoid carrying over any remaining balance.

The Sort field offers the following options: