From within the desired batch of Employee Absences or Pay Period Entries, select the Leave Requests menu, and then Select Leave Requests/Substitutes for Processing.
Note: The Leave Requests menu used with leave requests is only available to organizations that have licensed the Web Link module. If the Select Leave Requests/Substitutes for Processing option is selected and there are not any entries to process, a message will appear stating there are no leave requests/substitute entries to display.
Tip: The Employee Absences option allows more detail information of an absence to be recorded, including who subbed for the employee; if substitute entries are brought into a batch of Pay Period Entries, the subbed for information will be lost.
The Select Leave Requests/Substitutes for Processing screen will appear.
If desired, to view only the absence entries and substitute entries from approved leave requests (and FMLA leave requests, if applicable) with particular dates, enter the range of dates in the From and To fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the fields blank to display all the unprocessed entries from approved leave requests (and FMLA leave requests, if applicable).
Only the unprocessed absence entries and substitute entries within the specified date range appear in the Leave Requests/Substitutes List. For each unprocessed absence entry, the employee ID and name, pay group ID, leave ID, start and end date, and units display. For each unprocessed substitute entry, the employee ID and name of the substitute, pay group ID, start and end date, units (if entered), pay code ID (if entered), and the employee information for whom the substitute replaced (subbed for) display. The entries for approved FMLA leave requests appear with the other entries, but there will be a checkmark in the FMLA Leave column. In the Leave Requests/Substitutes List, select the entries to bring into the batch by clicking the box for the Selected column to the left of the desired entry. A checkmark will appear in the box if the entry is selected. To select all the entries listed on the screen, click the Select All button located above the Leave Requests/Substitutes List. If desired, change the filters to modify the entries displayed here.
Note: If needed, the Employee ID field and Pay Code ID field can be changed for a substitute entry in the Leave Requests/Substitutes List (which will also update the leave request entry).
Tip: If an employee has an existing absence entry (posted or unposted) for the same start date and leave ID as for the leave request entry, a warning icon appears to the right of the Start Date field in the Leave Requests/Substitutes List; verify if the entry actually needs to be processed, and if it should not be processed, complete the Cancel/Remove Unprocessed Leave Requests/Substitutes option to remove the entry so it no longer appears when completing the Select Leave Requests/Substitutes for Processing option in the future. Also, if there are multiple substitute entries for the same substitute (employee) with the same start date in the Leave Requests/Substitutes List, a warning icon appears to the right of the Start Date field; verify the correct employee ID and dates are entered for the substitute entries, and if a substitute entry should not be processed, complete the Cancel/Remove Unprocessed Leave Requests/Substitutes option to remove the entry so it no longer appears when completing the Select Leave Requests/Substitutes for Processing option in the future.
Click the Execute button.
The selected entries are brought into the batch, and the system checks the entries for any errors or warnings. If there are any errors or warnings for the entries, a screen will appear listing the employees with issues. Review the errors and warnings and make any necessary changes. If desired, double-click an entry on the list containing the error or warning to display the entry within the batch; the error or warning icon will display by the field causing the issue. The Validation button, along with the total number of errors and warnings, will appear at the bottom of the batch screen; if needed, click the Validation button to validate the entries and view the list of employees with errors or warnings. All errors must be resolved before the employee absences or pay period entries batch can be selected to be processed in a Payroll calculation batch.
Tip: If desired, the entries can also be viewed (with the error and warning icons displayed) and edited directly in the Batch Entries List (grid) by clicking the Grid Entry tab and then making the desired changes to the fields (columns) of information.
Note: If only absence entries were made as part of the leave request process (and the FMLA leave request process, if applicable) and the substitute entries will be manually entered into an employee absences batch, resolve all errors for the absence entries prior to manually entering the substitute entries, because the absence entries with errors will not display when completing (searching) the Subbed For Employee ID field.
The selected entries brought into the batch from the leave requests (or FMLA leave requests, if applicable) will have a comment automatically added stating the entry was from a leave request. Also, the Employee ID and Subbed for Employee ID fields (if applicable) will be disabled and cannot be changed for the entries. The Pay Code ID field for the absence entries will have a pay code default in from the Employee File if the employee has a pay code set up for the applicable year that is tied to the specified leave, or else from the Pay Code File; if there are multiple pay codes defined for the specified leave, a default pay code will not appear, and one of the pay codes tied to the leave will need to be entered in the Pay Code ID field. If there are not any pay codes defined for the leave, one will need to be set up. If the absence entry is from an FMLA leave request that was not tied to a leave, any pay code can be entered in the Pay Code ID field.
Tip: If an absence entry or substitute entry that was brought into the batch is deleted from within the batch, it will go back to being unprocessed and will display again when completing the Select Leave Requests/Substitutes for Processing option in the future; if the entry should not ever be processed, complete the Cancel/Remove Unprocessed Leave Requests/Substitutes option to remove the entry so it no longer appears as unprocessed.
Once all the appropriate entries are in the batch, print a listing to verify the information.
To finish processing the entries in a Payroll check cycle, select the applicable batch(es) within the Pay Period Batches to Include List on the Calculate Payroll screen.
Note: If there are any errors for the entries in a batch, the batch will not be able to be selected.