From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Adjust Leave Balances.
At the Adjust Leave Balances screen, enter the leave to adjust in the Leave ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the starting date of the fiscal year for the leave to adjust in the Leave Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the type of adjustment (Convert Days to Hours, Convert Hours to Days, Create New Year, Delete Year, Roll Other Leaves, or Update Current Year) to complete for the leave in the Adjust Option field, or click the down-arrow button to select the correct one. To change all the amounts for the leave (for the fields in the Employee File and the entries posted for the leave) from days to hours, enter Convert Days to Hours. To change all the amounts for the leave (for the fields in the Employee File and the entries posted for the leave) from hours to days, enter Convert Hours to Days. To start the new year for the leave (and make adjustments for the new year as needed), enter Create New Year. To delete the specified leave year, enter Delete Year. To roll the balances from one or more leaves into the specified leave, enter Roll Other Leaves. To adjust the current year’s information for the leave, enter Update Current Year.
If Roll Other Leaves is specified as the Adjust Option, the Maximum to Roll field is enabled. In the Maximum to Roll field, enter the number for the maximum to move (for all the leaves if multiple are selected) into the specified leave, if applicable. The number can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable. If there is not a maximum number to move, leave the field blank or enter a 0 in this field.
If Roll Other Leaves is specified as the Adjust Option, the Zero Remaining Balance field is enabled. Select the Zero Remaining Balance field to clear out (zero) any remaining leave that is not rolled into the specified leave due to a maximum being met. A checkmark will appear in the box if the field is selected.
For organizations that have licensed the Web Link module, if Convert Days to Hours or Convert Hours to Days is specified as the Adjust Option, the Include Unprocessed Leave Requests field is enabled. If applicable, select the Include Unprocessed Leave Requests field to also convert the units on unprocessed leave requests (and FMLA leave requests, if applicable). Unprocessed leave requests include those that have been fully approved but not yet brought into a batch of Employee Absences or Pay Period Entries, those that are submitted but pending approval, and those that are unsubmitted, rejected, or recalled. A checkmark will appear in the box if the field is selected.
Note: If this field is selected, a comment stating the units were converted from days to hours or hours to days will automatically be added in the Comments field for the updated leave requests.
If Convert Days to Hours or Convert Hours to Days is specified as the Adjust Option, the Hours Per Day field is enabled. Enter the number of hours in one day to use in converting the leave balances from days to hours or hours to days in the Hours Per Day field. The number can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
If Convert Days to Hours, Convert Hours to Days, Create New Year, Roll Other Leaves, or Update Current Year is specified as the Adjust Option, the Override Values section appears. Complete the Override Values section as follows:
Enter the date to show for the adjustment entries, if applicable, in the Adjustment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to use the date entered in the Leave Start Date field (if Roll Other Leaves is specified as the Adjust Option, the leave end date will be used instead); however, the date will not appear until the Adjust Leave Entries List appears, and then the date will display with the entries only (will not appear in this field).
If desired, enter the description to use as the comments for the adjustment entries, if applicable, in the Comments field. The comment can be up to 1,000 characters long. Leave the field blank to use a default description (the default description will not appear until the Adjust Leave Entries List appears, and then the description will display with the entries only (will not appear in this field)).
If Create New Year or Update Current Year is specified as the Adjust Option, the Adjust section appears. Complete the Adjust section as follows:
Select the Copy Previous Year Beginning Balance field to carry forward the beginning balance for the leave from the previous fiscal year to be the beginning balance for the next fiscal year. A checkmark will appear in the box if the field is selected.
Note: For the Beginning Balance field, the Copy Previous Year Beginning Balance field, and the Copy Previous Year Ending Balance field, only one can be selected.
Select the Copy Previous Year Ending Balance field to carry forward the ending balance (Posted Balance less the Unposted or Approved amount) for the leave from the previous fiscal year to be the beginning balance for the next fiscal year. A checkmark will appear in the box if the field is selected.
Tip: The Copy Previous Year Ending Balance field must be selected in order to carry over the ending balance to the new year even if the leave for the employees have the Carry Over Balance field selected on the Leaves screen in the Employee File.
Note: For the Beginning Balance field, the Copy Previous Year Beginning Balance field, and the Copy Previous Year Ending Balance field, only one can be selected.
To increase the balance for the leave, select the Earned field and then enter the amount to add to the balance in the input field to the right of the Earned field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
Tip: If needed, the number entered in this field can be negative to decrease the balance for the leave; however, an adjustment to reduce the balance for a leave is typically completed by utilizing the Taken field instead.
To change the beginning balance of the leave for the employees, select the Beginning Balance field and then enter the amount to use as the beginning balance in the input field to the right of the Beginning Balance field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
Note: For the Beginning Balance field, the Copy Previous Year Beginning Balance field, and the Copy Previous Year Ending Balance field, only one can be selected.
To change the maximum number of units that can be accumulated in one fiscal year for the leave for the employees, select the Maximum Balance field and then enter the amount to use as the fiscal year maximum in the input field to the right of the Maximum Balance field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
To change the number of units earned per pay period for the employees, select the Units Per Pay Period field and then enter the number to use for the units to accrue each pay period in the input field to the right of the Units Per Pay Period field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
To change the maximum number of units for the leave that can be accrued for all the pay periods in one fiscal year for the employees, select the Maximum Earned (Units Per Pay Period) field and then enter the number to use for the maximum to accrue for all the pay periods in one fiscal year in the input field to the right of the Maximum Earned (Units Per Pay Period) field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
To change the maximum number of units for the leave that can be rolled forward to the next fiscal year for the employees, select the Carry Over Maximum field and then enter the amount to use as the carry over maximum in the input field to the right of the Carry Over Maximum field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
Note: If creating a new year for the leave and the Copy Previous Year Beginning Balance field or the Copy Previous Year Ending Balance field is selected, the number entered for this field will also be the maximum number that is carried over to the new year.
To reduce the balance for the leave, select the Taken field and then enter the amount to subtract from the balance in the input field to the right of the Taken field. A checkmark will appear in the box if the field is selected. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
To change the fiscal year end date entered for the designated leave for the employees, select the End Date field and then enter the date to use as the fiscal year end date for the employees in the input field to the right of the End Date field. A checkmark will appear in the box if the field is selected. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If Roll Other Leaves is specified as the Adjust Option, the Leave Selection List appears. In the Leave Selection List, specify the leaves from which to roll the balances into the specified leave by clicking the box for the Selected column to the left of the desired leave. A checkmark will appear in the box if the leave is selected. To select all the leaves listed on the screen, click the Select All button located above the Leave Selection List.
All the active employees who have the specified leave for the designated year (or all active employees if the Adjust Option is Create New Year) appear in the Employee Selection List. The employees who have the specified leave already set up in their files have a checkmark in the Has Leave field (column) and the starting date of the last year for which the leave was created displays in the Last Leave Start Date field (column). In the Employee Selection List, specify which employees to adjust by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If Create New Year is specified as the Adjust Option and an employee who does not currently have the leave is selected, the leave will be added to the employee for the new year.
Click the Display button.
Note: If creating a new year for a leave and the leaves already exist for the specified year, a message will appear asking to skip or overwrite the existing leaves; click Skip to ignore those employees who already have the leave for the specified year (only employees who do not already have the leave for the year will be adjusted), click Overwrite to replace the existing leaves with the specified information, or click Cancel to go back and edit the selected employees.
All the employees who will have the leaves adjusted appear in the Employee Leaves List. The information, such as whether the leave is active, the current beginning balance, and the current ending (total) balance, displays for each employee. If applicable, the entries that will be posted also appear on the screen in the Adjust Leave Entries List.
Note: If any employees that appear in the Employee Leaves List should not be adjusted, edit the selected employees in the Employee Selection List. If applicable, if the entries shown in the Adjust Leaves Entries List need to be adjusted, edit the fields of information available at the top of the Adjust Leave Balances screen. Then after making changes, click the Display button again to refresh the list of employees (and entries, if applicable) that will be adjusted.
Tip: If needed, move the splitter bars on the screen in order to view all the fields and lists on the Adjust Leave Balances screen.
Click the Execute button to adjust the leaves as specified for the selected employees.
When prompted to continue, click Yes.
Note: If deleting a leave year that has entries for the selected employees, the message will list the employees with entries for that leave year.
A message will appear when the process is completed; click OK.