Main Page → Leave Management → Earned → Add Leave Earned
What This Process Does
- Allows the user to enter leave earned by individual Personnel ID
- Allows the user to enter the amount of leave earned
- Allows the user to view the list prior to saving the transactions
Add Leave Earned (Individually)
- This method enables the user to add leave earned individually by Leave Description ID and Personnel ID
| FIELDS | Opt. | Rec. | Req. | Description |
| Leave Description ID | _ | _ | ♦ | Select the Leave ID in which to add the leave earned |
| Personnel ID | _ | _ | ♦ | Select the Personnel ID |
| Job Number | _ | _ | ♦ | Select the Leave Job Number |
| Fiscal Year | _ | _ | ♦ | Select the appropriate Fiscal Year |
| Leave Description | _ | ♦ | _ | Type in a description for the leave earned |
| Total Leave Balance | _ | _ | ♦ | Once all above fields are populated this field will populate with the balance from the Leave Job Master |
| Earned Amount | _ | _ | ♦ | Enter earned amount (will not pull from Leave Description as does Leave Earned in Mass) |
| Earned Date | _ | _ | ♦ | Enter leave earned date |
| Hire Date | _ | _ | ♦ | Populates from Personnel Demographics |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
- Hit the tab key to move out of the Earned Date field and Save
- The transaction will appear at the top of the Add Leave Earned Screen to show as saved
- Continue entering in transactions until completed
- Once completed click on cancel and view or print report to review
- Cancel report and Set Flags to update database or cancel; if canceling at this point, the earned transactions have been saved, but are not verified
Alternative Add Leave Individually Method
- Add Leave Earned can also be accessed from the Leave Job Master Browse (HR → Leave Management → Query → Leave Jobs)
- Range on Personnel ID or just select binoculars – locate and highlight Personnel ID and Leave ID
- Select Add Leave Earned at the bottom right of the browse, and, proceed as indicated above.
Add Leave Earned in Mass
- Modules → HR → Leave Management → Earned Tab → Add Leave Earned in Mass
- To be selected, employees must have both an active leave job master and leave master
- The payroll job must be active and leave allowed must be true
- Current Employee must be true in Personnel Demographics
- The Leave Description selected must be active
- Earned Amounts come from the Leave Description ID Earned Rate on the Leave Earned Tab
- This process is usually done at the beginning of the Leave year, but can be run at any frequency
| FIELDS | Opt. | Rec. | Req. | Description |
| Sort Employee By | _ | _ | ♦ | Choices of sort are Personnel ID, Name, and SS Number |
| Select Zero Earned Amounts for Exceptions | ♦ | _ | _ | If boolean is set to True, employee leave jobs will be selected even if there is no earned rate on the Leave Description – Otherwise if set to False, leave jobs will only be selected if there is an earned rate on the Leave Description |
| Enter a 10-digit Leave Earned Date | _ | _ | ♦ | A 10 digit date must be entered to show the date the leave is earned on the transaction– Format is MM/DD/YYYY |
| Fiscal Year | _ | _ | ♦ | Enter the Fiscal Year for the Leave Earned |
| User Defined Description | ♦ | _ | _ | Enter Description for Leave Earned if desired, otherwise system generated description will be created |
| Valid Leave Description ID | _ | _ | ♦ | Use Drop Down to select the Leave ID for which leave earned is being added |
| Pay ID | _ | _ | ♦ | Pay ID is only used with a custom setup to add earned associated with a Pay ID (not applicable for most customers) |
| Calendar Names | ♦ | _ | _ | Associated with custom setup - Refers to a calendar table located in Payroll- Edit Matrix |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
- Important: Use ranging to add earned amounts to only the employees that should receive it; however, if all employees with the selected Leave ID should get their earned amount, there is not any need to range.
- Recommended range options are Personnel ID, Pay Group, and Personnel Class
- Choose a range option that will include the employees that should receive the earned amount
- Select when completed, and an exception report will produce; if some employee's should get a different amount than the default, select their record and change the Leave Earned amount
- If the employee's listed are not correct, can cancel and abort
- If only a few employees on the list should not get the Leave Earned amount, their record can be selected and skipped by turning on the Skip this Record flag
- Once the list is reviewed and correct, select Continue and a text browser screen will appear with a message
- Cancel the text browser and set flags to proceed, or, can quit and all transactions will cancel
- After setting flags on the text message, the Leave Earned Audit Trail will appear
- Review, then if correct set flags to verify the transactions; if you do not set flags, the transactions have still been created, but exist in an unverified status
- If transactions are not verified, they can be edited and/or deleted
- To verify, select the Earned Audit Trail from the Earned tab