Steps
to Send an Email within Sick Bank DepositsFrom the Human Resources screen, select the Options menu and then Sick Bank Deposits.
At the Sick Bank Deposits screen, enter the ID of the sick bank for which to make the deposit in the Sick Bank 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 date to show when the deposit was made in the Deposit Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The date entered here must be within the starting and ending dates of the sick bank, if applicable, and be within the appropriate fiscal year of the sick bank leave and the leave(s) selected for the deposit.
Enter the amount to deposit into the sick bank from each employee (and decrease from the applicable leave) in the Number of Units field.
Note: If applicable, the number entered here must not be under the Sick Bank Deposit Minimum or above the Sick Bank Deposit Maximum as defined for the sick bank; also, the total deposit cannot take the Total Balance of the sick bank above the Sick Bank Upper Limit.
Enter the ID of the pay code to use for the sick bank deposit entries posted to a batch of pay period entries in the Pay Code 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.
Note: Only pay codes tied to the specified sick bank leave appear by default when searching, and can be selected or entered for this field.
Enter the description to use for the deposit in the Deposit Description field. The description can be up to 1,000 characters long. Leave the field blank to default to a generic description of "Sick Bank Deposit".
Complete the Employee Sick Bank Leave Information section.
Enter the beginning and ending date for the fiscal year of the leave to use when making the deposit in the Fiscal Year Begin Date and Fiscal Year End Date fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired dates.
Note: If the sick bank leave has not been set up for the employees making the deposit, the sick bank leave will be added to the Employee File using the dates specified here.
Select the Carry Over Balance field to have the Carry Over Balance field on the Leaves screen in the Employee File selected when the sick bank leave is added to the Employee File for the employees making the deposit, if applicable. A checkmark will appear in the box if the field selected.
The Current Balance and New Balance fields display the current total balance for the sick bank and what the new total balance will be after making the deposit.
In the Sick Bank Leaves List, select the leave(s) from which to take away the specified number of units for employees and deposit to the sick bank. To select a leave, click the box for the Selected column to the left of the desired leave ID. A checkmark will appear in the box if the leave is selected. If applicable, the leave specified in the Default Main Leave ID field for the sick bank will be selected by default, but changes can be made. If the sick bank is tied to only one leave (for example, tied only to sick leave), only the one leave should be selected here; otherwise, if the sick bank is tied to multiple leaves, select all the applicable leaves.
Click the Display button.
The employees who have the selected leave(s) appear in the Sick Bank Deposits List (on the bottom half of the screen). Select the employees who are making the deposit into the sick bank 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 Sick Bank Deposits List. If desired, change the filters to modify the employees displayed here.
Tip: For each employee listed here, the Leave Balance and New Leave Balance display to show the employee's current balance and what the new balance will be after making the deposit. If a balance for an employee will go negative, a warning icon will display to the right of the New Leave Balance; make changes as desired before continuing.
Note: If multiple leaves are selected in the Sick Bank Leaves List and an employee has more than one of the selected leaves, the employee will be listed multiple times in the Sick Bank Deposits List; in which case, select only one line to process for the employee.
If desired, click the Email button at this time to send an email message to the employees selected to make the deposit to the sick bank.
Steps
to Send an Email within Sick Bank Deposits
Click the Execute button to continue processing the sick bank deposit.
Note: If the Warn if Negative Balance field is selected in the Leave File for the leave(s) used with the sick bank deposit, and an employee has a negative New Leave Balance due to the deposit, a message will appear asking to continue posting negative balances; click OK to continue posting the entries and allowing the employees to go to negative balances, or click Cancel to cancel and make changes before continuing.
When prompted, select the pay period entries batch in which to post the sick bank deposit entries (for inclusion in a payroll calculation batch for posting) by double-clicking the desired batch.
Note: Only new (or empty) batches, or batches with other sick bank deposit and/or withdrawal entries, can be selected. If a batch does not exist, the Payroll Entry Batch screen will appear prompting for the batch information so that a batch can be created; in which case, complete the batch options and then click the Save button. The batches of pay period entries used with sick bank deposits and/or withdrawals will be set to Read Only.
When prompted to continue posting, click Yes.
Complete a payroll calculation and include the pay period entries batch containing the sick bank deposit entries; once the payroll calculation batch is updated, the entries for the deposit will become posted.