COMPUTE LEAVE ACCRUALS

Use this screen to compute and post the leave-related accruals. The leave accruals post to a temporary table first, which allows you to edit the leave amounts (see the documentation for the Manage Leave Edit Table screen) before posting to the General Ledger (G/L), Leave History, and Leave Balance tables.

You can compute leave accruals at any time within an open leave period but before posting leave accruals to the G/L. Employees with a status of Family Medical Leave (on the Manage Employee Information screen) are skipped. There are screen options which will allow you to specify whether Employees with a status of Inactive may be included or skipped in the processing.

If you are computing leave accruals based on hours worked in the anniversary year or pay balances in excess of the anniversary year ceiling, you must post labor before you compute leave accruals.

To compute leave accruals, perform the following steps:

On Compute Leave Accruals screen, enter the parameters for leave computation.
Alternately, to use saved parameters, click on the toolbar and use the Locate field to enter the code for the leave cycle you want to compute leave accruals.
Click Execute to display the records that match the leave cycle code you entered.
Select the leave cycle for which you want to compute leave accruals from the list, then click Select. The Compute Leave Accruals screen displays, showing information for the leave cycle you selected.
With the Compute Leave Accruals screen displayed, click on the toolbar to print the journal report and compute leave accruals.

You can print the reports first and, with the Compute Leave Accruals screen displayed, go on to compute accruals by clicking on the toolbar ( becomes available after you have printed the reports). In this case, the journal reports do not print again (as part of the compute process) because you already printed the reports before computing leave accruals.

You can print the related journal reports without computing the leave accruals. After printing the reports, you are still in the application.

Information about the fields and options on the Compute Leave Accruals screen is detailed below.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Leave Cycle

Range

This field displays ONE which means you can only compute leave accruals for a single leave cycle at a given time.

Start

Enter, or click

to select, the leave cycle for which you want to compute leave accruals.

For any given leave cycle code, only one leave cycle end date can be present in the Leave Journal. If an old leave cycle period is in the Leave Journal, you must post that leave cycle period before computing leave for the next leave period.

Employees for whom a record already exists in the Leave History table for the selected leave cycle/leave end date are not processed because they were already posted to the G/L.

Leave Period End Date

Standard Leave Hours

This field displays the leave cycle's maximum number of hours that is used to determine the accrued leave during the leave period when the leave code is based on hours worked (the Compute Method field contains H on the Configure Leave Codes screen).

Options

All Employees

Select this check box to indicate that all employees assigned to the specified leave cycle must be computed. If you do not select this check box, you must enter at least one employee in the Compute Leave Accrual child table window.

Employees for whom a record already exists in the Leave History table for the selected leave cycle/leave end date are not processed because they were already posted to the G/L.

Terminated Employee Exclusion Method

From the options in this group box, select the method to be used when excluding terminated/Inactive employees from computation of leave.

Exclude employees terminated prior to the open leave period (regardless of Status)

Select this option so that any employees that have a termination date that is prior to the first day of the open leave period will not be included when processing.

For example, if the Leave Cycle’s open leave period is 01/16/2015 to 01/31/2015, any of the Leave Cycle’s employees which have a termination date prior to 01/16/2015 will not be included. If you select this method and the employee’s status from Manage Employee Information is Inactive, that status will be ignored. If the employee’s Status is Inactive Accruing Leave, then the leave will still be accrued for that employee.

Exclude employees terminated prior to or within the open leave period (regardless of Status)

Select this option so that any employees that have a termination date that is prior to or the same as the last day of the open leave period will not be included when processing.

For example, if the Leave Cycle’s open leave period is 01/16/2015 to 01/31/2015, any of the Leave Cycle’s employees which have a termination date prior to or the same as 01/31/2015 will not be included. If you select this method and the employee’s Status from Manage Employee Information is Inactive, it will be ignored. If the employee’s Status is Inactive Accruing Leave, then the leave will still be accrued for that employee.

Exclude employees with status of 'Inactive' and terminated prior to the open leave period

Select this option so that any employees that have a Status of Inactive and a termination date that is prior to the first day of the open leave period will not be included when processing.

For example, if the Leave Cycle’s open leave period is 01/16/2015 to 01/31/2015, any of the Leave Cycle’s employees which have a termination date prior to 01/16/2015 will not be included.

Exclude employees with status of 'Inactive' and terminated prior to or within the open leave period

Select this option so that any employees that have a Status of Inactive and a termination date that is prior to or the same as the last day of the open leave period will not be included when processing.

Exclude employees with status of 'Inactive' (regardless of Termination Date)

Select this option so that any employees that have a Status of Inactive will not be included when processing. The termination date will be ignored when this method is used.

Compute Leave Accrual

Use the options in this group box to specify the employees for which the leave accruals will be computed. If you did not select the All Employees check box, you must enter at least one employee ID in the table.