Build Leave by Leave ID

Modules → HR → Leave Management → Setup → Build Leave by Leave ID

  1. In order to see selected employees, select the type: Process Exceptions or Automatic
  2. Sort the employees by either the Personnel ID, Name or Social Security Number
  3. Next, select the appropriate Leave ID to build (Leave Identification)
  4. A beginning balance can be added. It will be applied to all selected but can be changed when viewing the exception list.
  5. If initial amounts are to be added, the Add Initial Earned Leave must be selected. Information entered in the next three fields will be applied to all leave masters/leave jobs included in the build.
    • enter the applicable date of the earned leave transaction.
    • enter the applicable fiscal year of the earned transaction.
    • enter the earned amount. When earned leave is entered, the earned audit trail will automatically process and flags will need to be set.
  6. Next, use the Additional Range Screen to select either one employee or a group of employees that need leave built. 
  7. Hit selection and an exception list will be generated. Once the exception list is checked over, click on Save and continue to update Leave Masters and Leave Job Masters.  This process will not only set up the leave id for employees, but will also set up and activate a leave job for the employee. (Note:  Normally, leave is only associated with one job, even when the employee has multiple jobs; if leave truly is allowed for more than one job, then the Leave Allowed flag should be set on each applicable Job Master.)

Leave Job Master Browse

  • To view an existing Leave Job Master, go to HR → Leave Management → Query (from the task menu) → Leave Jobs, and range on Personnel ID, or click Select to view all employees' Leave Jobs.
  • Can also locate Leave Jobs from Personnel Demographics for a specific employee: go to HR → Leave Management → Personnel Demographics (from the task menu), highlight/select the employee, and click Leave → Leave Records → View All Leave Jobs.
  • The Leave Master should equal the total Leave Job Master balances for each Leave ID; if there are multiple leave jobs, the total leave jobs for each Leave ID should equal the Leave Master.

Troubleshooting

Leave ID is active - but leave job is not active


  • The Build Leave By Leave ID process can be used even if a Leave Master has been created but is missing a Leave Job Master; the process will only add what is missing.
  • In this case, you would select the appropriate leave id.  If everything else about the leave record is okay, leave the other fields blank and the system will only add/activate the leave job for the employee.  Use the range screen to select one employee or a group of employees and be sure to review the exception screen carefully to be sure you will get the expected results.


Employee changes jobs and leave needs to move to the new job


  • If employees change jobs, which would result in the need for new Leave IDs and/or Leave Job Masters, use the Move Leave from one Job to Another to create the association with between the existing Leave IDs and the new job (i.e., to create the Leave Job Masters); the Move Leave Balance process could also be used to add a new Leave ID and Leave Job Master.