Benefit Update and Projection

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Last updated: Oct 29, 2024 by Andrea Boehm
14 min read

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. 

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

If a date is entered in the Specific Accrual Date field, the Accrual records will be added with the date specified. If a date is not entered, the system date will be placed under CORE/LEAVES/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.

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.

The Sort 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.

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

Personal Leave Reset Report 


Convert Personal Leave To Pay Option

When the Payroll Payment - Current/Future is created, the pay account object code used is always 122 or 152 - depending on the Positions>Appointment Type.  If the Positions>Appointment Type is set to Certified, the object code will be set to 122.  If the Positions>Appointment Type is set to Classified, the object code will be set to 152.  If a different object code is desired, the account can be updated by editing the Payroll Payments - Future/Current record.

  • Employee must have an Active compensation to find the necessary info to pay
  • If applicable this process should be completed before the personal leave is reset for the fiscal year.
  • Archived employees will be excluded



The 'Personal Leave To Pay Report' is the default file name for the 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? field allows a report to be generated prior to the converting taking place. The projection option is the default option and is recommended to be ran first to allow for verification of data before the conversion is made.

The Sort By field offers the following options:

  • Employee Name
  • Employee Number
  • Pay Group
  • Building/Department
  • Check Distribution
  • Appointment Type

The Post to Future payroll? offers the following:

  • Check to Include in Future payroll
  • Leave unchecked if to Exclude from Future Payroll (will NOT 'Post to Current')

Enter an Effective Date . The Effective Date is the date when the record should be paid. When this date is included within the run of the current payroll beginning and ending dates, the record will be included in the payroll. If no date is entered in the Effective Date field, the record will be included in the next payroll run.

In the Set the personal leave balance to zero field:

  • Check to zero Personal leave balance
  • Leave unchecked to retain Personal leave balance

The Convert personal leave option field offers two options: **Required Field**

  • FlatRate - Pay a flat daily/hourly rate for unused personal leave days.  Enter up to 4 rates:

    • Four rates may be entered when using the flat rate option. For example, $50 may be entered in the Rate 1 field to pay the first unused personal day and $25 in the Rate 2 field for the second unused personal day payment. 
    • In the Rate Type field indicate whether the following:
      • Daily - Process the rates as daily rates
      • Hourly - Process the rates as hourly rates
  • PositionRate - Use the daily/hourly position rate to calculate the pay for unused personal leave days.
    •  If using the daily/hourly job rate option, the payment will be based on the CORE/POSITION information. If the job is paid daily, the payment will be based on the daily rate value. If the job is paid hourly, the payment will be calculated by multiplying the hours per day times the hourly rate.

In the Percentage of Balance to Convert field enter a percent from .01-100.00 of the personal leave balance you wish to convert to pay. The percentage may be a fraction or whole number, but it may not be negative. The percentage is not a required field.
If you wish to NOT include partial days, the partial days are taken off right away, then the percentage will be calculated. If the user selects to zero out the personal leave balance, no matter what percent is entered, the personal leave balance will be set to zero.

In the Minimum balance to qualify for converting to pay enter the minimum value of personal days/hours required to qualify for converting the personal days to sick days. The employee's personal leave balance in CORE/LEAVES is compared to the minimum value entered when converting. If blank, any employee with a personal leave balance in CORE/LEAVES will be included.

The Include partial days/hours field allows the following options:

  • Check to Include partial days/hours
  • Leave unchecked to Exclude partial days/hours
    If the option to include partial days/hours is selected, the entire balance of personal leave days will be used in the processing. If the
    option to exclude partial days/hours is selected, only whole days will be converted and the partial days are forfeited.

The Include positions ineligible for personal leave offers the following options:

  • Check to Include positions ineligible for personal leave
  • Leave unchecked to exclude positions ineligible for personal leave

 In the Appointment type field select from the following:

  • Certified employees
  • Classified employees
  • All Appointment Types

The Specific Contract Start Date From and Specific Contract Start Date To fields allow a range of start dates to be entered. Only those employees with a Compensation>Start Date within the specified range, and that meet the other selection criteria, will be included.  **Required Fields** If running this option in the next fiscal year, last year's Compensation>Start Dates and Stop Dates should be entered.

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.

The Select Employees field allows for the selection of specific employees. 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

Convert Unused Personal Leave To Pay Report

Error

When running in Actual, if an Error occurs, this means an employee's pay account is not valid.  The employees above this employee will post correctly but anyone below including this employee will not post.  View the error message and correct the employee's account in Payroll Account.  Then rerun in projection, check the report and if all looks correct run in actual:

Convert Personal Leave to Sick Leave Option

-If applicable this process should be completed before the personal leave is reset for the fiscal year.

-Archived Positions and Compensations will be excluded. 

**NOTE**The Transaction Date (posting date) will be today's date. 

The 'Personal Leave To Sick Leave Report' is the default file name for the 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? field allows a report to be generated prior to the converting taking place. The projection option is the default option and is recommended to be ran first to allow for verification of data before the conversion is made.

The Sort By field offers the following options:  **Required Field**

  • Employee Name
  • Employee Number
  • Pay Group
  • Building/Department
  • Check Distribution
  • Appointment Type

The Create Personal Leave Option field offers four options: **Required Field**

  • Convert one personal leave day to one sick day
  • Convert 50% of the unused personal leave to sick days
  • Convert the unused personal leave balance minus 1 to sick days
  • Carry over one personal leave day, and convert the remainder of the personal leave days minus 1 to sick days

In the Minimum value of personal days/hours to convert enter the minimum value of personal days/hours required to qualify for converting the personal days to sick days. The employee's personal leave balance in CORE/LEAVES is compared to the minimum value entered when converting. If blank, any employee with a personal leave balance in CORE/LEAVES will be included.

The Include partial days/hours field allows the following options:

  • Check to Include partial days/hours
  • Leave unchecked to Exclude partial days/hours
    If the option to include partial days/hours is selected, the entire balance of personal leave days will be used in the processing. If the option to exclude partial days/hours is selected, only whole days will be converted and the partial days are forfeited.

The Include jobs ineligible for personal leave offers the following options:

  • Check to include jobs ineligible for personal leave
  • Leave unchecked to exclude jobs ineligible for personal leave

The Include jobs ineligible for sick leave offers the following options:

  • Check to include jobs ineligible for personal leave
  • Leave unchecked to exclude jobs ineligible for personal leave

In the Appointment type field select from the following:

  • Certified employees
  • Classified employees
  • All appointment types

The Specific Contract Start Date From and Specific Contract Start Date To fields allow a range of start dates to be entered. Only those employees with a Compensation>Start Date within the specified range, and that meet the other selection criteria, will be included.  **Required Fields** If running this option in the next fiscal year, last year's Compensation>Start Dates and Stop Dates should be entered.

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.

The Select Employees field allows for the selection of specific employees. 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.


Convert Unused Personal Leave To Sick Leave Sample Reports:

Convert one personal leave day to one sick day report

Convert 50% of the unused personal leave to sick days report

                            

 

Convert the unused personal leave balance minus 1 to sick days report

 

Carry over one personal leave day, and convert the remainder of the personal leave days minus 1 sick days report

Keep one personal leave day and convert the remainder to sick leave

Part Time Sick Leave Accrual Option

Criteria for employee to be included on the report:

For the part time sick leave accrual, we look for all non-archived employees who have an Active or Inactive position that matches the user selected pay groups from the report screen (if no pay groups are selected then all Active and Inactive positions are used).  We also check on the sick leave to see if the accumulate based on hours is true and the current service hours equal or greater than 80.  If these criteria are met, the employee will be on the report.  If an employee should not be accruing part time sick leave, uncheck the accumulate based on hours box and this will prevent the employee from being on the report and accruing sick leave.

**NOTE**The Transaction Date (posting date) will be today's date. 

The 'Part Time Sick Leave 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.

The Sort By field offers the following options:

  • Employee Name
  • Employee Number

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.

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

sample reports

Part Time Sick Leave Accrual Report


Info Messages

**No positions eligible for sick leave** - the employee will show service hours that would have counted towards part time sick accrual, if eligible. The report does not exclude employees who are ineligible for sick leave from the report.  It will show them if they are setup as part time, but do not accrue leave if they are ineligible.  Unchecking the accumulate based on hours flag on the sick leave view is the way to stop the employee from accruing part time sick leave.  To do this, temporarily set the position as eligible for sick leave so that the sick leave view becomes available, change the flag, and then mark the position as ineligible. Even though the leave is not displayed because the employee is not eligible for sick leave, the sick leave entity still exists with the accumulate based on hours flag set to true.  If changed to false, then the employee would not be on the report at all.