What This Process Does

  • The Move Leave Balance process is typically used at the end of the Fiscal Year, once all used transactions have been entered and updated for that year.  NOTE:  Move Leave process cannot be undone.  If you are unsure if this is the proper process, please contact RDA for assistance.
  • This process clears out all earned and used transactions (creates negative/offsetting transactions), and sets the Beginning Balance for the selected Leave ID based on the Leave Balance Type chosen; either the full/current Ending Balance would be zeroed out for the new year, or the full/current Ending Balance would become the Beginning Balance for the next year, or the current Ending Balance up to a specified maximum amount would become the Beginning Balance for the next year.
  • If the employee's Leave Masters do not reflect any earned or used amounts, this process will not create any offsetting transactions, since the Beginning Balance and Ending Balance would be the same.
  • The Update Leave Used/Earned process needs to be run after balances are moved, in order to clear out the Earned and Used transactions that were created by the Move Leave Balance process. The Move process creates transactions, which are Unprocessed, and then the Update process moves them to Processed.
  • If Leave balances for earned/used amounts are not showing properly on a pay stub, DO NOT USE the MOVE LEAVE process. To correct earned/used amounts on a pay stub, use the sync transactions under Leave Management and be careful to only range on the employee id and leave description/type that needs correcting. If the sync process does not correct the problem, please contact RDA for assistance.

Best Practices

  • Transactions - Do not enter any transactions for the new fiscal year until all the Move Leave processes are complete and the transactions created from the Move Leave processes have been updated.
  • Leave Job Master Unprocessed Amounts Report - Prior to initiating the Move Leave Balance process, run the Leave Job Master Unprocessed Amounts Report to verify that there are not any unprocessed amounts for any Leave ID.   If there are unprocessed amounts, try running the Re-estabilsh Unprocessed Leave Amounts report. Then run the Leave Job Master Unprocessed Amounts Report again.  If there are still unprocessed amounts, please contact RDA support regarding the recommended method for clearing the unprocessed amount(s).
  • If there are no unprocessed amounts, then run the Leave Job Summary Report again and archive this final version of the report, by selecting AUTO ARCHIVE in the Device Name field. This will provide balances prior to running any Move Leave Balance processes. Once the report has been archived, go to Documents -> E-Documents, select the report, and add something like "Ending Balances for FY 20xx" to the Description, so that it can be easily distinguished from other archived instances of this report.
  • Use the Year End Menu under Maintenance for recommended steps to prepare for the Move Leave Balance. Be sure to update leave fiscal beginning balances once all Move Leave Balance steps are completed and transactions updated.

Requirements/Prerequisites

  • Update Transactions - Leave Earned and Leave Used transactions must be updated (appear in the Processed column) in order for balances to be moved; if there are unprocessed amounts, ensure that the transactions have been source user verified, then run the Update Leave Used/Earned Report to update.
  • Go to Maintenance -> Year End -> Leave Job Master Unprocessed Amounts and run the report to ensure there are no unprocessed amounts. If there are transactions that have still not processed ensure that they have been verified. If verified, run the Re-establish Unprocessed Leave Amounts to attempt to sync up transactions with unprocessed amounts.
  • Once all unprocessed amounts have been cleared, run the Leave Job Summary Report, and archive this final version of the report, by selecting AUTO ARCHIVE in the Device Name field. Once the report has been archived, go to Documents -> E-Documents, select the report, and add something like "Ending Balances for FY 20xx" to the Description, so that it can be easily distinguished from other archived instances of this report.

Move Leave Balances

  1. HR → Leave Management → Maintenance → Year End → Move Leave Balances (or HR → Leave Management → Maintenance → Change/Set → Move Leave Balances)
  2. Read the Instructions tab before proceeding and proceed carefully. THERE IS NOT AN UNDO PROCESS FOR MOVE LEAVE BALANCES!
  3. Run the Move Leave Balance process to zero out LEAVE DOCKED and any other Leave ID's (for example, Bereavement, Professional), which, according to your policies, should have Beginning Balances of 0.00 prior to leave being added for the new fiscal year. 
  •  To zero out balances, select a Leave Balance Type of "Current Balance with Maximum"
  •  Enter 0 as the Maximum Amount Allowed
  • Enter the current fiscal year (i.e., the year FROM which the ending balance is being moved), 
  • Populate the same Leave ID in both the From and To fields (for example, LEAVE DOCKED to LEAVE DOCKED), and turn off any ranges, so that all employees are included. 
  • Run the process and verify that all employees on the process exceptions list have a new balance of 0. 
  • Click Continue, print to screen, review the report for accuracy, Cancel and Set Flags. 
  • Run the Update Leave Used/Earned process to clear out Earned and Used transactions that were created by the move process. The update should be run without any ranges, and with Select When Leave Active True and False both flagged.

      4.  If your policies have provisions that state that some/all unused leave should be moved from one Leave ID to another, this type             of move should be done next, and the transactions from this type of move should be updated prior to initiating other moves.                      An example would be unused Personal leave moves to Sick leave. 


Move Excess Leave

  •  To move excess leave (i.e., above a specified maximum) from Personal to Sick, for example, select a Leave Balance Type of "Move Excess Leave"
  •  Enter the max that should remain in Personal, in the Maximum Amount Allowed field, 
  • Enter the current fiscal year (i.e., the year FROM which the ending balance is being moved)
  • Populate Personal in the From field, and Sick in the To field, and turn off ranges, so that all employees are included. 
  • Individual employees can be excluded from the process by being selected and flagging Skip This Record. 
  • Run the process and verify that all employees on the report have a new balance in Personal that does not exceed the max allowed/entered on the Range Screen. 

Move All Leave and Carry Over

  • To move all leave from Personal to Sick, for example, the Leave Balance Type would be "Current Balance without Maximum".
  •  Another scenario is that some Personal (for example) should be carried over to the new year, under Sick, and the rest is lost. In this case, the Leave Balance Type would be "Current Balance with Maximum", and the Maximum Amount Allowed would need to be populated as appropriate. The amount in excess of the maximum entered will be lost, and the rest will move to the new year.
  •  In all these examples, the From Leave ID would be Personal, and the To Leave ID would be Sick. See the chart below for additional guidance on how to deal with the various policy scenarios. 
  • NOTE: It is VERY IMPORTANT to range carefully if the employees with the Move From Leave ID have different Move To Leave IDs; for example, if moving balances from Personal to different Sick Leave IDs (such as Sick 10, Sick 12); you must range to only move those that have a particular Leave ID; ranging incorrectly can result in adding incorrect Leave IDs to employees. 
  • THERE IS NO UNDO FOR THE MOVE LEAVE BALANCE PROCESS. The report should be verified to ensure that all employees are carrying over the correct, full/partial balance to the correct Leave ID. 
  • If the process exceptions list is accurate, click Continue, print to screen, review the report for accuracy, Cancel and Set Flags. 
  • Run the Update Leave Used/Earned process to clear out Earned and Used transactions that were created by the move process. The update should be run without any ranges, and with Select When Leave Active True and False both flagged. 
  • It's recommended that an Update Leave Used/Earned is run after each Move Leave Balance process that involves moving excess or full balances from one Leave ID to another, and balances need to be set prior to moving balances forward.

       5.  Move the remaining Leave IDs' Ending Balances to the new year's Beginning Balances. 

  • For this type of move, the Leave ID will be the same in the From and To fields, for example, From Vacation To Vacation. These moves clear out Earned and Used amounts, so that only balances, and not Earned/Used, are carried over to the new year. 
  • Balances can be moved over with or without a max. Remember that the Fiscal Year entered on the Select and Range tab should always be the year FROM which the balances are being moved (previous fiscal year). 
  • Always carefully review the process exceptions list to ensure the correct employees have been selected, and the correct balances and Leave ID's are being carried over into the new year, and carefully review the report prior to setting flags on this process. 
  • Run the Update Leave Used/Earned process without any ranges, and with Select When Leave Active True and False both flagged, so that all Earned and Used transactions can be cleared.

       6.  Once all the Move Leave processes are complete, and the Update Leave Used/Earned process has been run a final time, run                      another Leave Job Summary Report, and archive the report, by selecting AUTO ARCHIVE in the Device Name field. Once the             report has been archived, go to E-Documents → View E-Documents, select the report, and add to the Description such as                          "Beginning  Balances for FY 20xx" to the Description, so that it will be easily distinguished from other archived copies of the                     report. It provides a handy snapshot of employees' beginning balances at the start of the year. If you add Earned time at the                         beginning of the year, you may want to run and archive another copy of the report after you have added the Earned time.


FIELDSOpt.Rec.Req.Description
Leave Balance Type——♦
  • Current Balance Without Maximum - Choose if the entire Ending Leave Balance should be moved to a different ID, or be rolled to the same ID in the new year
  • Current Balance With Maximum - Choose only if a maximum amount should be moved to a different ID, or be rolled to the same ID, and the amount in excess of that maximum will be lost
  • Percentage - Choose if only a certain percentage of the total should be moved to a different ID or rolled to the same ID, and the excess will be lost
  • Custom Formula - Choose if the amount moved is based on the Custom formula entered in the Formula Field
  • Move Excess Leave - Choose if an amount over a maximum amount should be moved to another Leave ID; The amount entered in the Maximum Amount field remains in the current Leave ID; NOTE: It's recommended to do this step first if needed, prior to moving current balance because this step will accomplish the moving balance forward for the Leave ID that is entered in the Move From Leave ID field. Also note that the excess that is moved to another Leave ID will not create a transaction, it's only added to the beginning balance
Inactivate Previous Master♦——Set to true if the Move From Leave Master should be deactivated (example would be when moving leave for one employee who has changed to a different job for which different Leave IDs would apply); Set to false if the Move From Leave Master should remain active; If rolling leave to the same ID, this flag will be unavailable for selection
Maximum Amount Allowed——♦If Leave Balance Type is Current Balance With Maximum enter the maximum amount allowed to be moved to new Beginning Balance (NOTE: to completely zero out all transactions and balances, enter the maximum as 0 - used for clearing out Leave IDs such as Professional Leave); If Leave Balance Type is Move Excess Leave, the maximum allowed is for the Leave ID where the excess is moving from
Percentage of Leave Allowed——♦If Leave Balance Type is Percentage amount; (Do not use the percent sign; for example - 75% would be entered as .75)
Custom Formula to Compute Limit——♦If Leave Balance Type is Custom Formula, enter the formula in this field
Fiscal Year——♦Enter the fiscal year where the leave is being moved from; For example, if the new fiscal year is 2020, enter 2019
Move from Leave ID——♦Select the Leave ID from which the Leave Balance will be moved / rolled
Move to Leave ID——♦
  • Select the same ID as the Move From Leave ID if the Current Leave Balance should remain in the same ID; the ending balance amount will become the Beginning Balance for the next Fiscal Year (NOTE: If ending balance is negative, beginning balance will be 0, unless each employee who should have a negative balance is selected in the process exceptions list and the negative amount is entered
  • Select a different ID than the Move From Leave ID if the Current Leave Balance should be moved to a different Leave ID
  • NOTE: VERY IMPORTANT to range carefully if all employees with the Move From Leave ID have different Move To Leave IDs; For example moving balance from Personal to different Sick Leave IDs such as Sick 10, Sick 12; you must range to only move those that have the Sick 10 Leave ID; ranging incorrectly can result in adding incorrect Leave IDs to employees. THERE IS NO UNDO FOR THE MOVE LEAVE BALANCE PROCESS
Transaction Description♦——Add an optional description for the transaction; if left blank default description will appear on transaction
Opt. = Optional  Rec. = Recommended  Req. = Required

Ranging and Finishing the Move Leave Balance Process

  • Ranging is not necessary when the Move From Leave ID and Move to Leave ID is the same exact Leave ID, unless all employee balances should not be moved at one time.
  • When the Move From Leave ID and Move To Leave ID are different, range appropriately to include only those employees that have or should have the Leave ID that is in the Move To Leave ID; ranging recommendations are by Personal ID, Pay Group or Gross ID.
  • Click Select, and the MOVELVEBALANCE Browse screen displays, allowing adjustments to be made to individual employees' New Leave Balance Amount, and offering the choice to Skip the Record as necessary for individual employees that should not be included in the Move process.
  • After making the necessary adjustments, return to the MOVELVEBALANCE Browse screen, and click continue.
  • Balance Forward Leave Report generates; Print and carefully review the report - NOTE: THERE IS NOT AN UNDO PROCESS FOR MOVE LEAVE BALANCES.
  • Click Set Flags/Update if report is accurate; if it is not accurate, cancel to abort the process.
  • Offsetting (negative) earned and used transactions are generated and are written to the Unprocessed fields of the Leave Masters.
  • Update Leave Used/Earned Report must be run again after Move Leave Balance to clear transactions created by the process; turn off all ranges, and select Leave Active True and False; you must run the update prior to running the Add Leave Earned process.
  • Remember to run the Leave Job Summary Report, and archive as an end of fiscal year record.