Adding a Leave

1. From the Payroll screen, select the Maintenance menu and then Leaves.

2. At the Leaves screen, click the New Record button.

Note:  For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field.  The repeat function is only available after your initial entry.

3. Click the General tab to complete the basic information for the leave.

• Enter a unique ID for the leave in the Leave ID field.  The ID can be alphanumeric and up to 10 characters long (no spaces).

Note:  To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.

• Enter the description for the leave in the Leave Description field.  The description can be up to 40 characters long.

• If the new leave being added is tied to another leave (where if one unit of the new leave is used, one unit of the main leave is also used), enter the ID of the leave to which it is tied in the Main Leave ID field.  If the ID is not known, click the down-arrow button to select the correct one.

Note:  Only leaves not tied to a main leave (the Main Leave ID field is blank) appear by default when searching, and can be selected or entered for this field.  

• Enter the type of information (Detail, Summary, or None) to print on the employee check stubs for the leave in the Display on Check field, or click the down-arrow button to select the correct one.  To print the beginning balance, amount earned, amount used, and ending balance for the leave, enter Detail.  To only print the ending balance for the leave, enter Summary.  To not print any information for the leave on the employee check stubs, enter None.  The default of None will appear, but can be changed.

• If desired, enter a description for how the leave is tracked for the employees (for example, in days or hours) in the Unit of Tracking field.  The description can be up to 10 characters long.

Note:  The Unit of Tracking field is for informational purposes only (it will display on the Leaves screen in the Employee File and when making entries for pay period entries, employee absences, time cards, or leave requests, but does not affect the actual entries for the leave).

• Select the Warn if Negative Balance field to display a warning message when an entry  takes the employee into a negative balance for the leave.  A checkmark will appear in the box if this field is selected.

Note:  If the field is selected, the warning message displays in Payroll when making entries for pay period entries and employee absences, and in both Payroll and Web Link, when entering and approving leave requests and FMLA leave requests.

• Select the Create Pay Code field to have the system automatically add a pay code using the same ID and description as the leave, and also have the pay code tied to the leave.  A checkmark will appear in the box if the field is selected.

Note:  If this field is not selected at this time, a pay code will need to be tied to the leave prior to making any entries for the leave (or this field must be selected at a later time and then the record saved).

• All the active pay codes not currently tied to other leaves appear in the Pay Codes List.  Select which pay code(s) in the Pay Codes List tie to the leave by clicking the box to the left of the desired pay code ID.  A checkmark will appear in the box if the pay code is selected.  If a pay code is selected, each time the pay code is used in a check cycle, the number of specified units will be deducted from the leave for which the pay code is tied.

• Click the Save button.

4. If your organization has licensed the Web Link module, click the Web Link Leave Options tab (only enabled if the module is licensed) to complete additional information for the leave.

• Select the Display in Web Link Leave Balances Option field to show the leave and detailed balance information in the Leave Balances option in Web Link.  A checkmark will appear in the box if the field is selected.

Note:  This field does not apply to leave requests in any manner.

• Select the Prohibit Entry if Negative Balance field to not allow employees to enter a leave request (or FMLA leave request, if applicable) if the balance for the specified leave has a negative balance.  A checkmark will appear in the box if the field is selected.

Note:  This field only applies to entering leave requests (and FMLA leave requests, if applicable) in either Payroll or Web Link; it does not apply to approving leave requests or making absence entries in Employee Absences or Pay Period Entries.

• If leave requests will be utilized in Web Link (and Payroll), complete the Additional Leave Request Fields List with any additional sections and fields to display when an employee enters a leave request for the particular leave (will appear on the Leave Request Entry screen).  To add sections and fields to the entry screen for leave requests, complete the following:

• In the blank line (indicated with an asterisk) at the bottom of the Additional Leave Request Fields List, enter a unique sequence number for what order to list the section of additional fields on the entry screen in the Section Sequence field.  The sequence number can be up to 2 digits long (1-99).  For example, enter 1 as the sequence number for the first section to list, and 2 for the second, etc.

• Enter a description to use as the heading or name of the section to display with the fields on the entry screen in the Section Name field.  The description can be alphanumeric and up to 1,000 characters long.

• Click the plus sign (+) in the box in front of the section sequence number to expand the record and add fields to the section.

• To add a field to a section, complete the following:

• In the blank line (indicated with an asterisk) at the bottom of the list, enter a unique sequence number for what order to list the additional field in the section on the entry screen in the Sequence field.  The sequence number can be up to 2 digits long (1-99).  For example, enter 1 as the sequence number for the first field to list in the section, and 2 for the second field, etc.

• Enter a description to use as the field name to display on the entry screen in the Field Name field.  The description can be alphanumeric and up to 1,000 characters long.

• Enter the type of the field being added (Date, Label, Numeric, Text, or Yes/No) in the Type field, or click the down-arrow button to select the correct one.  To add a field that only allows a date to be entered using the mm/dd/yyyy format, enter Date.  To add a field that is just a heading and does not allow any input, enter Label.  To add a field that allows a number up to 14 digits long (including the decimal point and comma(s) if applicable, and rounded to 4 decimal places by the system if capable), enter Numeric.  To add a field that allows up to 255 characters to be keyed in, enter Text.  To add a field that allows only Yes or No to be specified, enter Yes/No.

Note:  Once a field has been used with a leave request entry, the Type field cannot be changed.

• • If desired, select the Required field to require the employees to complete the additional field when entering leave requests for the leave.  A checkmark will appear in the box if the field is selected.

• If applicable, repeat these steps until all the sections and fields have been added.

Note:  To remove a section or remove a field from a section, click the Delete button located to the left of the desired record; when prompted to delete the line (and the data records for any fields that have been used with leave request entries, if applicable), click Yes.

Sample Leave Request Additional Fields Setup

• Click the Save button.