What This Does

  • Allows the user to enter leave used by individual Personnel ID and Leave ID
  • Provides the user with balance information to determine leave approval if necessary
  • Creates Leave Docked transactions if Allow Negative Balance is false and the unauthorized Leave ID is set up on the Leave Description Master

Best Practices

  • No Substitutes - Use this method of adding used leave when substitutes are not involved, or, to make correcting leave transactions. Leave and Substitutes, or Leave only, can be entered when using Add Leave/Substitutes process (Enterprise customers only) or Add Used with Subs (Simple Sub bundle) for entering substitutes.
  • Consistency - Recommend saving defaults with any information that will be consistent throughout the session. At a minimum this, would include the correct Fiscal Year for the transactions. After each entry is saved, select the Reset Defaults button to clear out previous entry and restore saved defaults.

Add Used Leave by Personnel ID

  • HR → Leave Management → Used Tab → Add Used by Personnel ID
  • Allows the user to add leave used individually by Personnel ID and Leave ID
  • Once all transactions are added, select Finish and an audit trail will produce
  • Set Flags on audit trail to update database as source user verified
  • Even if flags are not set, transaction has been created
    FIELDS
    		Opt.
    		Rec.
    		Req.
    		Description
    Personnel ID
    		-
    		-
    		♦
    		Load the appropriate Personnel ID associated with the correct Leave ID
    Class
    		-
    		-
    		♦
    		Will populate from Personnel ID
    Status
    		-
    		-
    		♦
    		Will populate from Personnel ID
    Current
    		-
    		-
    		♦
    		Flag will populate from Personnel ID
    Leave ID
    		-
    		-
    		♦
    		Will populate when loading Personnel ID field
    Type
    		-
    		-
    		♦
    		Will populate from the Leave Description
    Active Leave Description
    		-
    		-
    		♦
    		Will populate from the Leave Description ID – Must be active to add leave used
    Allow Negative Balances
    		-
    		-
    		♦
    		Will populate from the Leave Description ID
    Waiting Period
    		-
    		-
    		♦
    		Will populate from the Leave Description ID – Informational only but used as a reference when adding leave used
    Managed Liability
    		♦
    		-
    		-
    		Will populate from the Leave Description ID
    Leave Job #
    		-
    		-
    		♦
    		Load the appropriate Leave Job Number
    Position
    		-
    		-
    		♦
    		Will populate from the Job Master
    Status
    		-
    		-
    		♦
    		Will populate from the Personnel Demographics
    Active Job
    		-
    		-
    		♦
    		Will populate from the Leave Job Master
    Gross ID
    		-
    		-
    		♦
    		Will populate from the Job Master
    Pay Group
    		-
    		-
    		♦
    		Will populate from the Job Master
    Work Location
    		-
    		-
    		♦
    		Will populate from the Job Master
    Used Description
    		-
    		♦
    		-
    		Type in a description for the leave used
    Active Leave Master
    		-
    		-
    		♦
    		Will populate from the Leave Master
    Active Job Leave Master
    		-
    		-
    		♦
    		Will populate from the Leave Job Master
    Use FTE
    		♦
    		-
    		-
    		If selected, refers to the FTE on the job to calculate leave earned multiplied by FTE which will populate in the equivalent to field and will be actual earned amount
    FTE
    		♦
    		-
    		-
    		Populates from the Job Master
    Unit Type Conversion
    		-
    		-
    		♦
    		Will default to DAYS - Other unit types are allowed with setup in GSV to convert to specific unit type
    Used Amount
    		-
    		-
    		♦
    		Enter amount of leave used
    Equivalent to
    		-
    		-
    		♦
    		Defaults to the used amount unless Use FTE is selected and calculated amount will populate in the field or if a unit type conversion is used and populates conversion amount
    Unauthorized ID
    		♦
    		-
    		-
    		Populates from the Leave Description Master
    Unauthorized Leave Master
    		♦-
    		-
    		Select this button to view the selected employees Leave Master for the Unauthorized Leave
    Eligibility
    		♦-
    		-
    		Select to bring up informational screen which shows if Leave Allowed is set on the Job, Leave Eligibility Date from the Job and whether the employee qualifies for leave
    Leave Transactions
    		♦
    		-
    		-
    		Select to view previously entered transactions for the selected Leave ID and Personnel ID
    Leave Job Balance
    		--
    		♦
    		Populates from the Leave Job Master
    Exceeds leave job balance by
    		-
    		-
    		♦
    		If Used Amount Exceeds Leave Job Balance, this field will populate the difference
    Dock the Excess Leave Used
    		♦
    		--If Leave Docked is set up on the Leave Description Master as Unauthorized, this boolean should be selected unless Skip Auto Unauthorized Leave is selected on the Master
    Skip Auto Unauthorized Leave
    		♦
    		-
    		-
    		If selected on the Leave Description Master, this boolean will be selected – Dock the Excess Leave Used should not be selected
    Leave Used Starting Date
    		-
    		-
    		♦
    		Enter date leave used begins
    Leave Used Ending Date
    		-
    		-
    		♦
    		Enter date leave used ends
    Fiscal Year
    		-
    		-
    		♦
    		Load applicable fiscal year
    Opt. = Optional  Rec. = Recommended  Req. = Required