Steps to Add an EmployeeFrom within the Employee File, click the Leaves tab.
To add a leave to the employee, complete the following:
Click the New Record button.
Enter the ID for the leave to add 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 current fiscal year for the leave for the employee in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the ending date of the current fiscal year for the leave for the employee in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to an ending date as based on a 12-month fiscal year.
Select the Active field to stipulate the leave is currently active and used by the employee. A checkmark will appear in the box if the field is selected. When adding a new leave for an employee, the Active field is selected by default.
Enter the number of total units of the leave the employee started with at the beginning of the fiscal year in the Beginning Balance 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.
Note: If starting to track leaves in the middle of a fiscal year, enter the number of total units of the specified leave the employee has as of the point it is being tracked on the system in this field; in future years, this field will show the balance for the leave as of the beginning of the fiscal year.
Tip: The description for how the leave is tracked for the employees (for example, in days or hours) is displayed in the Unit of Tracking field within the Leave File.
If an employee can only accumulate up to a certain number of units in one fiscal year for the leave, enter the number for the maximum in the Maximum Balance field; otherwise, leave this field blank. 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 the employee earns units for the leave each pay period (for example, earns one day each pay period), enter the number of units to accrue each pay period in the Units Per Pay Period field. If the employee accrues time for the specified leave only once a year (for example, at the beginning of the school year), leave this field blank. 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 a number greater than zero (0) is entered in the Units Per Pay Period field, the Maximum Earned field is enabled. If an employee can only accumulate a certain number of units for the leave accrued for all the pay periods in one fiscal year, enter the number for the maximum in the Maximum Earned field; otherwise, leave this field blank. 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 only a certain number of units for the leave can be rolled forward to the next fiscal year, enter the number for the maximum in the Carry Over Maximum 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 all the units of a leave can be rolled forward to the next fiscal year, or the leave does not carry forward to the next fiscal year, leave this field blank.
If the balance for the leave at the end of the fiscal year for the employee rolls forward to the next fiscal year (becomes the Beginning Balance for the leave for the next fiscal year), select the Carry Over Balance field. A checkmark will appear in the box if the field is selected.
If the leave is defined in the Leave File to print summary or detail information on the check stubs, and also display in Web Link (if applicable), select the Hide on Check & in Web Link field to exclude the information for the leave from printing on the employee's check stub and also from displaying in Web Link. A checkmark will appear in the box if the field is selected.
The Unit of Tracking field displays the data entered in the Unit of Tracking field in the Leave File for the specified leave and cannot be changed. The field is for informational purposes only (does not affect any entries for the leave).
All the entries made for the leave for this employee, including the absence entries in Employee Absences, Pay Period Entries, or Time Cards, entries posted from the Adjust Leave Balances option, and entries for leave requests (if applicable), display in the Leave Detail List. The absence entries included in posted batches of Employee Absences or Pay Period Entries (those processed as part of an updated Payroll check cycle) and the entries posted from the Adjust Leave Balances option display here with a checkmark in the Posted column. The absence entries in unposted batches of Employee Absences or Pay Period Entries (including approved leave request entries selected and brought into a batch of Employee Absences or Pay Period Entries) display here without a checkmark in the Posted or Pending Approval columns. The absence entries in unposted batches of Time Cards display here with a comment of "(Time Card Entry)" and without a checkmark in the Posted or Pending Approval columns. The leave request entries that have been approved but not yet selected and brought into a batch of Employee Absences or Pay Period Entries display here with a comment of "Leave Request Entry" and without a checkmark in the Posted or Pending Approval columns. The leave request entries that have been submitted but not yet approved display here with a comment of "Leave Request Entry" and a checkmark in the Pending Approval column. The unsubmitted leave request entries display here with a comment of "Leave Request Entry Unsubmitted" and without a checkmark in the Posted or Pending Approval columns.
Note: If needed, the Start Date, End Date, and Comments fields can be edited for an entry if displayed in white (rather than gray).
Click the Save button.
Repeat Steps 2-3 until all the applicable leaves have been added for the employee.
Note: Once the leave is saved for the employee, the Posted Balance and Total Balance for the leave display in the Employees Leaves List located on the bottom of the screen, along with the Unposted or Approved, Pending Approval, and Unsubmitted totals. The Posted Balance reflects the Beginning Balance amount, plus the Posted Earned amount, less the Posted Taken amount. The Unposted or Approved total includes all absence entries (including approved leave request entries) in unposted batches of Employee Absences, Pay Period Entries, and Time Cards, and approved leave request entries not yet brought into a batch. The Pending Approval total includes all the leave request entries that have been submitted but not yet approved. The Unsubmitted total includes the leave request entries that have not yet been submitted (and leave requests that have been rejected or recalled and not yet cancelled or deleted). The Total Balance reflects the Posted Balance, less the Unposted or Approved amount, less the Pending Approval amount, less the Unsubmitted amount.
Tip: Entries for leaves with negative units (entered in Pay Period Entries, Employee Absences, or Time Cards) can be defined to display as a positive Earned amount or as a negative Taken amount in the Leave Detail List and the Employee Leaves List (and on the employee check and direct deposit stubs, if the leave is set to display the detail information) by selecting or unselecting the Show Negative Leave Entries as Earned field in the Payroll System File.
Continue adding the remaining information for the employee if needed.