Search TipsLeave Administration
Overview
The Payroll module automatically tracks accrued, used, and unused leave time and their amounts. In order to use leaves, hours should be entered in the Other category in the employee timesheet and the appropriate leave code should be recorded. When payroll is processed, the leave recorded is used to recalculate leave remaining, accrued balances, and paid balances.
Master
Pgm: PYLEAVE – Master Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Master
This screen is used to define leave codes and their default attributes. Leave codes entered here can be used by any payroll company.
Leave Code
Enter the code for the leave.
Leave Description, Short Description
Enter the full and short descriptions for the leave.
Leave Type
Select the leave type from the drop-down menu list. The available options are:
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Cash: Selected costs are charged to both GL and JC.
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Non-cash: Selected costs are charged to JC but not to GL.
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Non-cash without GL and JC Cost: Selected costs are not charged to JC or GL.
Accrued – Checkbox
Check this box if this type of leave is usually accrued.
Accrued Amount By
If the ‘Accrued’ box is checked, then select the default method of the accrual.
Choosing “Fixed Hours” allows calculation of a constant leave accrual based on the number of pay periods for the year or the yearly hours worked regardless of the number of actual hours calculated or entered per employee per period.
If the ‘Accrued’ box is unchecked, then this field is N/A by default.
Carry Forward – Checkbox
Check this box if the leave can be carried forward into the next year.
Accessible In Employee Self Service
Select whether the leave type is viewable, viewable and requestable, or inaccessible in Employee Self-Service.
Leave Calculation Method
Select the leave calculation method. The available options are: Pay Run Year (the default option), Timesheet Entered Date, Anniversary Date, and Fiscal Year.
Select an option for the leave calculation:
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Pay Run Year: This is the default option. The leave's calculation period will start/end on the pay run's calendar start/end dates.
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Timesheet Leave Entered Date: The leave's calculation period will start on the date entered for the leave in the Timesheet Entry screen (standard Treeview path: US Payroll > Timesheet > Timesheet Entry).
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Anniversary Date: The leave's calculation period will start on the hire/re-hire date entered for the employee on the Employee Profile screen (standard Treeview path: US Payroll > Setup > Employees > Employee Profile).
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Fiscal Year: The leave's calculation period will start/end on the company's fiscal year's start/end dates. The fiscal year is set in the Maintain Companies screen in the General Ledger module (standard Treeview path: General Ledger > Setup > Maintain Companies). For more information, please refer to
Include In PY Forecast Burden Calculation – Checkbox
Check this box to include the leave code in the payroll forecast burden calculation.
Included In Year of Service Calculation – Checkbox
Check this box to include the leave code in year of service calculations.
Show Leave On Pay Check And Pay Stub – Checkbox
Check this box the print leave information for this code on pay checks and pay stubs.
Company Leave Maintenance
Pgm: PYCOMLEV – Company Leaves Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Company – General tab
Use this screen to define the different types of leaves associated with a company. Leaves are always calculated in hours and can be defined as paid or accrued. When defining leaves as paid their pay percentages must also be defined. Leave codes can be set up in the Master screen.
To pay these leaves through timesheet entry, they must be associated with hour types in the Hour Types screen (standard Treeview path: US Payroll > Setup > Company > Hour Types).
To administer company leave, open the screen, enter the company code, pay group, and pay run. The remaining options are set via the General, Accounting, and Advanced Setup tabs.
NOTE: A separate company leave administration setup is required for each pay run in use.
[Copy] – Button
Pressing the [Copy] button opens a pop-up where the copy from company can be entered. The copy from company must have the same chart of accounts as the copy to company. The copy function copies and transfers all leaves defined in the copy-from company to the copy-to company. If no pay group or pay run is entered and the [Copy] button is clicked, all pay runs in all the pay groups for the company are included in the copy process.
Leave Code
Enter/select the code for the leave. The short description and calculation for the leave code, as set up in the Master screen, appear in the Short Description and Leave Calculation Method fields, respectively. The leave type appears in the Leave Type field, though this can be changed if necessary.
Pay Percent
Enter the percentage amount of pay used.
Eligible Days
Enter the amount of eligible days for the leave. As all leaves are calculated and maintained in hours, this field can be left blank and based on the eligible hours entered in the next field.
Eligible Hours
Enter the maximum number of hours for the leave. Once the system hits the maximum eligible hours allowed in a year, the employee is unable to enter any further time under this leave code.
Accrued – Checkbox
Check this checkbox if the leave requires the accumulation of the liability in its processing.
Accrued Amount
Select how leave is accrued from the following options:
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Hour: Any hours that are worked over the eligible amount are accrued.
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Fixed hours: A constant leave accrual of hours for each pay period is determined by taking the yearly eligible hours from the Company Leave setup or the Employee Leave setup and dividing it by the number of pay periods for both salaried and hourly employees. This is done regardless of the number of hours worked.
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Percentage: A percentage of any accrued hours are available for the next period. This percentage can be entered in the Accrued Percentage field.
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Fixed Hours with Part Time Hours: This is intended for part-time employees. The hours accrued per pay is calculated as PTO eligible hours per pay/full time standard hours per pay frequency multiplied by employee standard hours per pay frequency. For example, if a biweekly employee’s eligible hours for the leave is 236 and the Employee Profile Hours Per Year is 1560, the accrued hours = (236/26) * (1560/2080) = 6.81.
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Sick Leave Policy: The number of accrued hours is given by the company sick leave policy. Selecting this makes the Sick Policy Code field available for entry.
Accrued Percentage
If the accrued amount is set to percentage, enter the percentage value. Otherwise leave this field blank.
Restrict Distribution Type in E-Timesheet
Select whether to apply any restrictions to the job and overhead distribution types of specific leave codes. For example, PTO could be restricted to only be charged to overhead or holiday could be restricted to be charged to either overhead or a job. This restriction must also flow through to E-Time.
Carry Forward – Checkbox
Check this box to carry any accumulated leave forward into the next period.
Maximum Carry Forward Method
Select how the number of hours carried forward is calculated. When “Accrued Hours” is selected, the Max C Forward field is disabled. If a table base is assigned, the Max C Forward field is ignored.
Max C Forward
If the 'Carry Forward' box is checked, enter the max number of days that can be carried forward to the next year.
The first field is for days and the second is for hours. All leaves are calculated and maintained in hours. For this reason, the days field can be left blank and, based on the eligible hours entered in the next field, the system automatically calculates the carry forward days using the normal hours from the control file.
Annual Accrual Leave Cap
Enter the maximum annual accrued leave time allowed for the pay run. Any leave accrued over this value will not be counted.
Additional CF
Enter additional number of hours to carry forward in a year. Payroll adds these additional hours towards the maximum carry forward value.
Maximum Accrual
Enter the maximum number of unused leave hours that can be accrued. Once the maximum is reached, the system stops accruing hours. It starts again once the employee uses some leave hours and the accrued balance falls below this maximum.
The routine which checks and applies the maximum unused accrual hours allowed assumes that payroll is run in a timely fashion, meaning that payroll is run in sequence by period, that there is only one open period at any time, and that all prior periods have already been paid.
Days C Forward Expires
If the ‘Carry Forward’ box is checked, enter the number of days after which any days carried forward are forfeited. This is based on calendar year.
Just like the Max C Forward field, this is superseded by what is defined in the table base, if one is defined for this leave code, in the Advance Setup tab.
Sick Policy Code
Enter/select the sick policy code. This field is only available when “Sick Leave Policy” is selected from the Accrued Amount drop-down list.
Validate Eligible Hours Taken Based On
Alternate Feature Activated to Validate Max Hours Based on Eligible Hours
By default, this field is hidden. If the Validate Max Hours Based on Eligible Hours alternate feature is activated for this screen, then this field will be displayed.
NOTE: The Validate Max Hours Based on Eligible Hours alternate feature must be activated by a programmer. To use this feature, please contact CMiC Support.
Once the alternate feature is activated and the field is visible, it will be enabled when the 'Carry Forward' checkbox is checked on the screen. Once enabled, the field’s drop-down menu provides two available options: “Eligible Hours” (which is the default value) and “Balance Hours”.
When the “Balance Hours” option is selected, the behaviour for timesheet when other hours is inserted will follow the existing formula:
CF + Accrued – USED = Balance
When the “Eligible Hours” option is selected, the formula for calculating balance hours to use will be as follows:
MIN(ELIGIBLE, (MIN( ELIGIBLE, CF + Accrued) - USED ))
To accrue up to the eligible hours, users should not enter any value in the Max Accrual field. If a value is entered in the Max Accrual field, the balance will be calculated (CF+ Accrued - Used) and this balance is checked against the Max Accrual field.
However, if users want to accrue more than the balance, then the Max Accrual field should be left blank.
Pgm: PYCOMLEV – Company Leaves Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Company – Accounting tab
Leave Expense Department Code
Enter/select the department for the leave being entered. If blank, it is defaulted to the employee (G-Lines) or job (J-Lines) department.
Leave Expense Account Code
Enter/select the GL account for the leave.
Leave Expense Accrual Dept. Code
Enter/select the department that the system debits when this leave is accrued for this company. If blank, it is defaulted to the employee (G-Lines) or job (J-Lines) department.
Leave Expense Accrual Account
Enter/select the account that the system debits when this leave is accrued.
Leave Liability Dept. Code (Clearing)
Enter/select the leave clearing department used when accrual type leaves are accrued or taken. If blank, it is defaulted to the employee (G-Lines) or job (J-Lines) department.
Leave Liability Account Code (Clearing)
Enter/select the leave clearing account used when accrual type leaves are accrued or taken.
Pgm: PYCOMLEV – Company Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Company – Advance Setup tab
When processing an accrued leave, the system posts the following transaction each period as it builds the liability:
DR Expense account
(defined by the DR. Account as shown above)
CR Accrued Liability Leave Account
(defined by the Accrual CR. Account as shown above)
When paying the leave the system posts the following transaction:
DR Accrued Liability Leave Account
(defined by the Accrual CR. Account as shown above)
CR Cash / Bank
(defined by the pay group Bank Account to which the employee belongs)
Base Element
Enter/select the leave base element to be used. Base elements can be created or changed using the [Create Base] button.
If the leave being set up is based on a percentage instead of hours, then the percentage can be based on normal hours only (i.e. excluding overtime and double time).
Table Base
Enter/select the table base to be used. Table bases can be created or changed using the [Table Base] button.
Use of a table base allows for grades in the leave code. For example eligible vacation days usually change due to years of service. The base table allows the creation of a leave table for years of service. This overrides the number of eligible days entered in the General tab.
Allow More than Eligible Hours
Select whether or not employees are allowed to take more than the eligible amount of hours for the base leave element and if they are warned for doing so.
Total Max Hours
Enter the total maximum number of hours allowed for the base leave element.
Employee Leave Maintenance
Pgm: PYEMPLEV – Employee Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Employee – Query tab
The Employee Leaves screen is used to enter and query any nonstandard company leaves against a particular employee. This screen allows for the override of the eligible hours as well as the entry of carry forward and pay percentage.
Leave information is defaulted from the Company Leave Maintenance screen.
The tab is for display purposes only. Extra leave data can be entered via the Setup tab. Here, all aspects of an employee’s leave can be viewed, including the number of accrued hours.
Hours Accrued, Hours Used, Hours Lost
These fields show the number of hours accrued, used, and lost in the current year.
Carry Forward Expired Hours
This is calculated by the Nightly Payroll Carried-Forward Leaves Expire function in the Job Queue (standard Treeview path: System > Setup > System Options > [Job Queue] button). This function should be set up to run nightly so that, every night, those leaves that have passed their expiration dates have their carry forward hours marked as expired. Those hours are then totaled in this field.
Carry Forward Expire Date
This is calculated at the same time as the amount of carry forward hours is calculated, i.e. during the running of the Move Carry Forwards to Next Year utility (standard Treeview path: US Payroll > Utilities > Move Carry Forwards to Next Year).
Carry Forward Amount
This field shows the total dollar amounts for carried forward leaves from previous years. The amount is pro-rated based on carried forward days in case the employee's salary changed during the year.
Accrued Amount, Accrued Amount Paid
Displays the total amount of leave pay accrued and paid for the current year.
Eligible Hours, Eligible Days
Displays the total amount of eligible hours and days for the current year.
Hours Remain
Displays the total hours of leave remaining for the current year. This is calculated as: eligible hours + hours carried forward + hours accrued - hours used - hours lost.
[Leave Detail] – Button
Pgm: PYEMPLEV – Employee Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Employee – Leave Detail button
The [Leave Detail] button shows all details for accrued (Type A) and used (Type U) leave for an employee. A summary at the bottom displays overall totals for the employee.
The Leave Calculation Start Date field displays the date set for the leave code in the Company screen.
Pgm: PYEMPLEV – Employee Leave Maintenance; standard Treeview path: US Payroll > Administration > Leaves > Employee – Setup tab
This screen is used for the setup of any employee-specific leave conditions. Any entered field in this screen overrides the corresponding field in the Company screen.
Manual Override – Checkbox
Check this box if the employee-specific information is not to be updated when processing leave eligibility for a calendar year.
Sick Leave Policy
Pgm: PYSICKLEAVE - Regional Sick Leave Policy; standard Treeview path: US Payroll > Administration > Leaves > Sick Leave Policy
This screen is used to set up company sick leave policies. For further help in sick leave policy setup, both for employees and federal contractors, refer to the Sick Leave Policy Setup quick guide at the end of this guide.
Policy Code, Description
Enter the code and full name of the policy.
Accrual Start Date
Enter/select the start date of the policy.
Accrue Rate Per Hour Worked
Enter the accrual rate for the policy. For example, if one hour is accrued per 30 hours worked, enter 0.033333. By default, the hours worked are based on BW lines. If other types are require they can be set up in the Base Elements screen.
New Hire Wait Period Before Accrue Starts (days)
Enter the number of days a new hire needs to work before they can accrue any hours.
Maximum Hrs Annual Accrue
Enter the maximum number of hours that can be accrued per annum.
Max Hrs Carry Forward
Enter the maximum number of accrued hours the policy allows.