What This Process Does
- Explains how to troubleshoot Auto Leave Docked transactions and directs how to correct.
Saved Leave Docked Transactions
- Transactions must be in the current processing period and unverified.
- Transactions cannot be manually entered as leave docked. The transaction must be auto generated by the system. (example -- Say they had 2 days in SICK 10 but requested 5. The add leave used would default to dock them 3 days and hitting save once would write both 2 days to SICK 10 and 3 to their unauthorized leave dock ID. The 3 days transaction for leave docked would be autogenerated by the system.)
- Leave Management → Query → Leave Docks and range on pay period in question.
- Highlight and select transaction.
- Fields that can be corrected are:
- Starting Date
- Ending Date
- Description
- If the Leave ID or Job Number is incorrect, delete this record.
- If the amount of leave docked is not correct, can change to a lower amount or enter another transaction for the additional amount.
Pay Jobs in Mass and Auto Leave Docked Transactions
- If Auto Leave Docked is set up, a leave docked rate will be calculated and included in the Pay Jobs in Mass.
- If the leave docked rate amount appears to be incorrect or if the employee needs to be unselected for another reason, the following steps must be done to unselect:
- Payroll → Maintenance → Undo Payroll Process → Leave Docked Transactions
- Payroll → Maintenance → Undo Payroll Process → Select Completed (only necessary if flags were set on the Total Select Payroll Report)
- Payroll → Maintenance → Undo Payroll Process → Select Payroll → Payroll By Job Rate or Job Master (range on Personnel ID and the Job Number(s) with leave allowed) or could undo all jobs by choosing Payroll by Personnel ID
- Leave Management → Query – Leave Transactions and range on Leave Description ID: LEAVE DOCKED to view and/or change the transaction if needed
- It is very important that the Undo Leave Docked Transactions be completed prior to unselecting the employee.
- If the undo select is done first, the undo Leave Docked transactions will not be successful.
- Will need to select the same employees again and save, undo Leave Docked transactions, then unselect employees again.
- After any changes are made, select the employees via Pay Jobs in Mass once again.
Viewing Saved Leave Docked Transactions
- Viewing the saved Leave Docked Transaction can provide information regarding the leave docked amount and also if using Auto Leave Docked, the dollar amount calculated and if that amount has been docked from the employee's pay.
- Leave Management → Query → Leave Transactions and range on Leave Description ID: LEAVE DOCKED
- Select transaction - Leave Transaction Maintain screen
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Personnel ID | — | — | — | Personnel ID for which the transaction was created |
| Leave Description ID | — | — | — | Leave ID for which the Transaction was created – LEAVE DOCKED |
| Job Number | — | — | —> | Leave Job for which the Transaction was created |
| Fiscal Year | — | — | — | Fiscal Year for which the Transaction was created |
| Transaction Number | — | — | — | Automatically system assigned consecutive number on each leave transaction for the same employee and same Leave ID |
| Amount | — | — | — | Amount of units |
| Starting Date | — | — | — | Starting date entered on leave transaction (in most cases is taken from the leave transaction that created the Leave Docked transaction such as SICK) |
| Ending Date | — | — | — | Ending date entered on leave transaction (in most cases is taken from the leave transaction that created the Leave Docked transaction such as SICK) |
| Type | — | — | — | The type of leave transaction entered – Used or Earned |
| Source | — | — | — | Process that created the transaction |
| Description | — | — | — | An automated description will populate - Exceeded authorized leave amount – unless Leave Docked was chosen as the Leave ID when the transaction was entered |
| Dock Units | — | — | — | Number of units docked – If transaction created by any of the Add Used Sources, such as Leave Used PowerAdd or Employee Absentee PowerAdd, this field will be the same as the Amount |
| Dock Value | — | — | — | If Auto Dock used, the dollar value calculated at the time of the Pay Jobs in Mass, which calculates according to the formula setup on the Leave Docked Leave Description |
| Amount Docked | — | — | — | If Auto Dock used, total dollar amount that has been docked from the employee's pay – This amount could be different than the Dock Value in cases where the value has to be docked in multiple payrolls due to insufficient pay to cover the full dock (See Docks) |
| Source User Verified | — | — | — | The user, date and time of when transactions were verified and flags set – Once completed will be set to True |
| Updated | — | — | — | The user, date and time of when the Update Leave Used/Earned was completed and flags set – Once completed will be set to True |
| Dock Computed | — | — | — | The user, date and time of when the dock dollar value was computed at the time of the Pay Jobs in Mass – Once completed will be set to True |
| Dock Completed | — | — | — | The user, date and time of when the dock dollar value was docked from the employee's pay -This will be set to True when the dock value has been docked in full. If partial docks have occurred and the total value has not been docked, this flag will be False |
| Docks | — | — | — | Located at the bottom of the Leave Transaction Maintain Screen which if selected will show all docks from the employee's pay. If empty, no docks from pay have occurred. If docks exist, they will reflect the Pay ID when the dock was taken |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
Dock Computed Amount
- If questions arise on how the Leave Docked transaction calculated the amount, the formula is located on the Leave Dock Leave Description on the Dock tab.
- One of the more common formulas used for calculation is Dock Type: ((Salary+Supplement) /Contract Days)*Units which will be used as example
- If the employee's Salary is 30,000, has a Supplement 01 rate of 1,700, contract days on the Job Master (or Gross ID) is 180, and the Leave Docked units are 5, here is the calculation:
(30,000 + 1,700/180) x 5 = $880.56 - Leave Docked Amount
- If any of the fields in which the calculation is using to come up with the Leave Docked Amount, is not correct the dollar amount will not be accurate.
Deleting Leave Docked Transactions
- If it's found that there are incorrect leave docked transactions in the current pay period that need to be reduced or removed, it's best to delete the unwanted transactions.
- The Auto dock process will not produce a credit on the Leave Docked Rate if a negative transaction is entered.
- Updating the transactions is recommended after the payroll has printed and archived however if transactions have been updated before the payroll has been completed, an undo Update will need to be run for the transactions that need to be deleted.
- It is recommended to range on Personnel ID, Leave Description, Update date and transaction number to be sure not to undo the Update on other transactions.
- Once the undo Update has completed, query to find the transactions and mark for deletion.
- If payroll has completed and leave transactions have been updated, enter a negative transaction to offset the incorrect transaction and an adjustment would need to be entered in the Pay Jobs process to correct the dollar amount previously deducted in error.