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Contents of the Manage Leave Types Screen

Use the fields and options to configure the Manage Leave Types screen.

Identification

Field Description
Leave Type Code

Enter alphanumeric characters to define the leave type code. You can associate leave types with a leave code on the Manage Leave Codes screen.

Description

Enter a description to associate with this leave type code.

Details

Field Description
Short Description

Enter a short description of the leave type code.

Leave Type Usage

Field Description
Use as Holiday Leave Type

Select this check box to indicate that this is a holiday leave type. If you select the Use as Excess Leave Type check box, Costpoint disables this check box.

If you prorate salaried employees, you must have a separate leave type for holidays to ensure that the prorate calculation is performed accurately.

Use to track Family Medical Leave

Select this check box to indicate that this leave type is exclusively for Family and Medical Leave Act (FMLA) leave tracking usage. If you select this check box, the FMLA Leave Type field becomes available.

Timesheet line types determine the tracking of normal leave usage, FMLA leave, or both. There are three different timesheet line types:

  • A: This timesheet line has hours and monetary amount, or only monetary amount, and tracks normal leave usage.
  • L: This is an hours-only timesheet line that records FMLA leave or leave without pay.
  • B: This timesheet line is a combination of the A and the L types. There are hours and monetary amount and it tracks both FMLA leave and normal leave usage.
Accrue during Family Medical Leave When leave is computed, employees with a status of Family Medical Leave in the Manage Employee Information screen are automatically excluded from processing. If your company policy specifies that employees must continue to accrue this particular type of leave while an employee is on Family Medical Leave Act (FMLA) leave, select this check box to include this leave type in the Compute Leave process.

If you clear this check box and the employee has a status of Family Medical Leave in the Manage Employee Information screen, then the leave type will not be included in the Compute Leave processing.

Note: If the leave accrual is based on the number of hours worked by the employee and the employee doesn't work any eligible hours in the leave period, then the employee would not receive an accrual.

If your leave type is set up to apply a ceiling on the employee's anniversary date, that ceiling will be applied for an employee on FMLA leave whether or not this check box is selected. If the check box is selected, the employee's accrual will be processed and the ceiling will be applied. If this check box is not selected, the employee will not receive and accrual, but the ceiling will still be applied.

This check box is not available if the Use to track Family Medical Leave check box is selected.
Export to Shop Floor Time

Select this check box to include this leave type when employee leave balances are exported to Shop Floor Time.

Use as Excess Leave Type

Select this check box to indicate that the leave type should be used to store and track excess payable leave. A leave type that is flagged as a payout leave type will not be computed in the Compute Leave Accruals processing.

If you select this check box, payable leave adds to this leave type from other leave types with the Transfer Balance in Excess of Year Ceiling check box selected. This occurs when the balance of the other leave types exceeds the anniversary or leave year ceiling.

Use for Paid Family Leave

The New York State Paid Family Leave Program provides New Yorkers job-protected, paid leave to bond with a new child, care for a loved one with a serious health condition or to help relieve family pressures when someone is called to active military service.

The San Francisco Paid Parental Leave Ordinance (SF PPLO) requires employers who have employees working in San Francisco to provide Supplemental Compensation to employees who are receiving California Paid Family Leave (PFL) benefits to bond with a new child, so that the employees receive up to 100% of their normal weekly wages during 6 weeks of parental leave.

If either or both are applicable to your company, at least one leave type must be set up to track the New York State Paid Family Leave and another to track the San Francisco Paid Parental Leave. Select this check box for the leave type in order for Costpoint timesheets to use the appropriate hourly rate to determine labor cost.

If this check box is selected and the leave type is assigned to the employee, the Override Hourly Amount will be required when the leave type is assigned to the employee in the Paid Family Leave subtask in the Manage Employee Leave screen. If the leave type's Account is used on the timesheet line, the Override Hourly Amount will be used to calculate timesheet labor cost for that timesheet line.

Paid Family Leave Pay Type

Enter, or click to select, the pay type that will be used to adjust the timesheet labor cost of a Salaried Fixed Hours or Salaried Fluctuating Hours employee who charges time to a leave type that is flagged for Paid Family Leave. This field displays only if you select the Use for Paid Family Leave check box.

Upon processing Paid Family Leave in the Apply Timesheet Adjustments in Batch Mode screen, if the hourly rate used to calculate the Salaried employee's timesheet line labor cost exceeds the employee's average hourly compensation rate from the Paid Family Leave subtask in the Manage Employee Leave screen, the Apply Timesheet Adjustments in Batch Mode process will generate a timesheet line with the same charging information as the Paid Family Leave timesheet line, but will use the Paid Family Leave Pay Type, zero charge hours and a negative labor cost to adjust the total labor cost to the average hourly compensation rate.

The generation of the Paid Family Leave adjustment timesheet line will ensure a Salaried employee's pay will be correctly reduced if the timesheet is processed through Costpoint Payroll.

The Paid Family Leave pay type must have the following setup on the Manage Pay Types screen:

  • TheEmployee Eligibility - Salaried check box is selected.
  • TheFactor field has a value of 1.
  • TheAmount field in Additional Calculation Based on an Amount group box has a value of 0.00.
  • TheOvertime and Cost-only check boxes in the Pay Type Categories group box are selected.
  • The Leave Without Pay (LWOP), Leave Without Pay (LWOP) Negative, and Severance check boxes in the Pay Type Categories group box are cleared.
  • The Eligible for Overtime Premium Recasting check box in the Overtime Premium Recasting group box is cleared.
  • The Calculate overtime premium on this Pay Type and Allocate overtime premium to this Pay Type check boxes in the Allocate Compensated Overtime group box is cleared.
  • The Not Applicable check box in the Weighted Averages group box is cleared.
Note: Paid Family Leave adjustment timesheet lines will be generated for Hourly employees, but the Pay Type from the timesheet line where Paid Family Leave is charged will be used.
Expense Account

Enter, or click to select, the G/L expense account against which to charge the leave expense. This account is validated against the Chart of Accounts.

Expense Project

Enter, or click to select, the project associated with this expense account, if applicable. This is validated against the project, organization, or account.

Accrual Account

Enter, or click to select, the G/L accrual account against which to charge the leave accrual. When taking leave, charge it to this accrual account on the timesheet line. This account is validated against the Chart of Accounts. Only fill this field if you are expensing leave when accrued.

Accrual Project

Enter, or click to select, the project associated with this accrual account, if applicable. This is validated against the project, organization, or account.

Note: Accounts selected for leave accrual on the Manage Leave Types screen must be linked to each organization assigned as an employee's home organization on the Manage Employee Salary Information screen.

Track Leave

Select the method for tracking leave.

Field Description
Hours

Select this option to record leave accrued and leave used by hours. This is the most common way of tracking leave. This method uses hours for the accruals and for leave used. The system converts leave balances to monetary amount by multiplying the number of hours by the employee's rate of pay on the Manage Employee Salary Information screen.

Note: Costpoint uses the most current line on the Manage Employee Salary Information screen for computations. This method requires a journal entry in the G/L to record the increased liability as a result of changes to the employee's rate of pay (due to promotions).
Amount

Select this option to record leave accrued and leave used by monetary amount. This method accrues leave by monetary amount and leave used is charged by monetary amount. The value of leave accrued is stored in monetary amount at the rate at which it is earned. The same occurs for the usage of leave; it is recorded in monetary amount at the rate in effect at the time the leave is used.

Note: This method has the advantage of not requiring a journal entry to record the changes in leave liability due to pay changes. However, the system converts leave balances to hours by dividing the employee's rate of pay on the Manage Employee Salary Information screen to derive the hours. As a result, hours earned may not always equal hours available.
Statement Sort

From the drop-down list, select a sort value (1 through 8) for the leave type. This determines the order in which the leave type information prints on leave statements, paychecks, payment advice, and Employee Self Service. Only leave types with sort values 1 through 4 are included on paychecks and payment advices. Leave types with sort values 1 through 8 are included on statements.

Note: Be sure that the sort value you enter in this field matches the line number set up in the Leave Statement Line Number Description group box of the Configure Leave Settings screen.
FMLA Leave Type

Enter, or click to select, the leave type that you have designated as FMLA leave. If there is a timesheet line type of either L or B, the leave taken is included in tracking the FMLA leave type stated here. You can only select this field if you select the Use to track as FMLA Leave Type check box.

For example, an employee has approval for FMLA leave. This employee has vacation hours that he can apply toward his FMLA leave, and he will receive pay for these hours. This field, in conjunction with the timesheet line type of B, allows Costpoint to credit the employee's vacation leave balance and credit these hours toward the FMLA Leave Type, allowing a tracking of available hours.

Transaction Currency

Enter, or click to select, the currency to be used for this leave type. This currency serves as the main currency that can be used to accrue hours for the charging information (Expense Account, Expense Project, Accrual Account, and Accrual Project) to which this leave type is assigned. Also, employees can only be assigned to this leave type if their currency is the same as this currency or a currency on the leave type’s Additional Transaction Currencies subtask. Even if an employee is linked to the leave type, he/she can only accrue leave for the leave type if his/her currency is equal to the currency in this field.

This field is available if you have a license for Costpoint Multicurrency (MU) and if you select the Enable Multicurrency Functionality check box on the Configure Labor Settings screen.

Note: Multicurrency fields are not be available to Costpoint users/user groups assigned with the DLTKSMB (Basic Screens) UI Profile on the Manage User Interface Profiles screen. If you company uses the DLTKSMB UI profile, you must clear the Enable Multicurrency Functionality check box on the Configure Labor Settings screen to prevent validation errors.

Leave Ceilings

Field Description
Accrual Ceiling Method

For more information on when to use Leave Period Accrual Ceiling or Year Accrual Ceiling, refer to the FAQs.

From the drop-down list, select the ceiling method to determine the leave accrual for the leave type. Valid options are:

  • Period and Year: Select this option to apply the leave period accrual ceiling specified for the leave code/months of service when leave is computed. The Compute Leave Accruals process will limit employee leave accrual to ensure that the accrual does not exceed the leave period accrual ceiling. If you select this option, with Anniversary as the Year Option, the year accrual ceiling specified for the leave code/months of service will be applied when the employee’s anniversary date falls within the leave period being computed. If you select this option, with Leave Year as the Year Option, the leave year ceiling specified for the leave code/months of service will be applied when the Close Leave Year process is run.
  • Year: Select this option to apply the accrual ceiling on an annual basis. If you select this option, with Anniversary as the Year Option, the year accrual ceiling specified for the leave code/months of service will be applied when the employee’s anniversary date falls within the leave period being computed. If you select this option, with Leave Year as the Year Option, the leave year ceiling specified for the leave code/months of service will be applied when the Close Leave Year process is run.
  • No Ceiling: Select this method if no accrual ceiling applies to the leave type.
Balance Ceiling Method

From the drop-down list, select the ceiling method that will be applied to the leave balance for the leave type.

Note: Select Year if you want leave balances to be limited on an annual basis at the end of the year.

Valid options are:

  • Period and Year: Select this method to apply both the period balance ceiling and the year balance ceiling to the employee’s leave balance. The Compute Leave Accruals process will ensure that the leave type’s balance does not exceed the period balance ceiling specified for the leave code/months of service in the Manage Leave Codes screen.

    If the Year Option is Anniversary and the employee’s anniversary date falls within the leave period being computed, the Compute Leave Accruals screen will apply the year balance ceiling specified for the leave code/months of service on the Manage Leave Codes screen.

    If the Year Option is Leave Year, the Close Leave Year screen will apply the year balance ceiling specified for the leave code/months of service on the Manage Leave Codes screen.

  • Year: Select this method to apply the ceiling on an annual basis. If the Year Option is Leave Year, the Close Leave Year screen will compare the leave balance of each employee against the year balance ceiling specified for the leave code/months of service on the Manage Leave Codes screen.

    If the Year Option is Anniversary and the employee’s anniversary is within the period being computed, the Compute Leave Accruals process will compare the employee’s leave balance to the year balance ceiling specified for the leave code/months of service on the Manage Leave Codes screen.

  • No Ceiling: Select this method if no ceiling applies to the employee’s leave balance.

If a ceiling is being applied to the balance and the Excess Leave Handling-Transfer to Excess Leave Type check box is selected, any positive difference between the employee’s leave balance and the year balance ceiling will be transferred to the specified excess leave type. Otherwise, if the Excess Leave Handling-Transfer to Excess Leave Type check box is selected, any positive difference between the employee’s leave balance and the year balance ceiling will be added to the employee’s lost leave balance.

Year Option

Use these options to specify whether the leave year ceiling will be applied at the end of the leave year (through the Close Leave Year screen) or on the employee’s work anniversary date (through the Compute Leave Accruals screen). If the Balance Ceiling Method is Period and Year or Year, this setting determines whether the Year Ceiling will be applied to the employee’s balance at the end of the Leave Year or on the employee’s work anniversary date. If the Apply Year Accrual Ceiling check box is selected, this setting determines if the year accrual ceiling will be applied to the employee’s accrual at the end of the Leave year or on the employee’s work anniversary date.

Field Description
Leave Year

Select this option to apply ceilings at the end of the leave year. The Close Leave Year screen will apply the year balance ceiling specified for the leave code/months of service on the Manage Leave Codes screen.

The year accrual ceiling will not be applied by Close Leave Year process since it does not calculate accruals.

Anniversary

Select this option to apply year balance ceilings on an employee's anniversary date.

If the Accrual Ceiling Method is Period and Year or Year and the employee’s work anniversary date falls within the open leave period, the Compute Leave Accruals process will compare the employee’s year-to-date accrual to the year accrual ceiling for the leave code/months of service in the Manage Leave Codes screen.

If the Balance Ceiling Method is Period and Year or Year and the employee’s work anniversary date falls within the open leave period, the Compute Leave Accruals process will compare the employee’s leave balance to the year balance ceiling for the leave code/months of service in the Manage Leave Codes screen.

Not Applicable

Select this check box if neither the leave year nor anniversary is an option. This option is automatically selected when the user selects a Balance Ceiling Method of No Ceiling and an Accrual Ceiling Method of No Ceiling.

Ceiling Timing

If the Balance Ceiling Method is Period and Year, the period balance ceiling assigned to the leave code on the Manage Leave Codes will be applied to the employee’s leave balance when Compute Leave Accruals is run.

If the Balance Ceiling Method is Period and Year or Year, and the Year Option is Anniversary, the year balance ceiling assigned to the leave code on the Manage Leave Codes will be applied to the employee’s leave balance when leave is computed in the Compute Leave Accruals process.

The Ceiling Timing options allows you to specify whether the appropriate ceilings should be applied before or after the computation of the open leave period’s accrual.

Field Description
Before Accrual

Select this option to apply ceiling before the computation of the open leave period's accrual.

After Accrual

Select this option to apply ceiling after the computation of the open leave period's accrual.

Not Applicable

Select this option if ceiling timing is not applicable.

Excess Leave Handling

Excess leave occurs in the following scenarios:

Scenario Conditions
1
  • The leave type is set up with a Balance Ceiling Method of Period and Year or Year
  • The leave type Year Option is Leave Year.
  • The Close Leave Year process is completed.
  • The employee’s leave balance exceeds the year balance ceiling specified on the Manage Leave Codes screen.
2
  • The leave type is set up with a Balance Ceiling Method of Period and Year or Year.
  • The Year Option is Anniversary Year.
  • The employee’s work anniversary date falls within the open leave cycle.
  • The Compute Leave Accruals process is completed
  • The employee’s leave balance exceeds the year balance ceiling specified on the Manage Leave Codes screen.
3
  • The leave type is set up with a Balance Ceiling Method of Period and Year.
  • The Compute Leave Accruals process is completed
  • The employee’s leave balance exceeds the period balance ceiling specified on the Manage Leave Codes screen.

Use these settings to set up the processing of excess Leave.

Field Description
Track Lost Leave

Use these check boxes if leave in excess of the period or year ceiling is tracked as lost leave.

Transfer Balance in Excess of Year Ceiling

Select this check box if the leave balances in excess of the leave or anniversary year are paid to employee. You cannot use this check box if you select the Use as Excess Leave Type check box.

Excess Leave Type

Enter, or click to select, the leave type to which any anniversary or leave year ceiling excess will be transferred for eventual payout. You must select a leave type with the Use as Excess Leave Type check box selected.

This field is only visible and editable if you select the Transfer to Excess Leave Type option.

Leave Payout

Field Description
Pay Balance Upon Termination

Select this check box if the leave code is eligible for leave payout processing. If this check box is selected and the leave code is assigned to a terminated employee that meets other selection criteria, this leave code will be included in the Create Leave Payout Timesheet process. If this check box is not checked, the leave code will not be included in the leave payout processing. 

If you select this check box, the Payout Pay Type field becomes available.

Payout Pay Type

Enter, or click to select, the pay type to be used to pay terminated employees for unused hours for this leave type. The lookup results only list pay types that meet the following criteria:

  • The pay type is eligible for exempt, non-exempt, and salaried employees.
  • The pay type is an Overtime pay type.
  • The Factor value of the pay type is greater than or equal to zero.

You must enter a pay type in this field if you select the Pay Balance Upon Termination check box.

Leave Balance Floor

Field Description
Leave Balance Floor

Enter the leave balance floor in monetary amount or hours. You cannot use this field if you select the Use as Excess Leave Type check box.

The data you enter here represents the maximum total of negative leave that is allowed. For example, enter -40.00 if the employer allows its employees to have a deficit of –40 hours. If the employer does not allow negative leave balances, enter 0 in this field.

Note: Your entry must be consistent with the data you entered in the Track Leave. If for instance, you selected the Hours option, enter an hours amount here. If you selected the Amounts option, enter a monetary amount in this field.

Costpoint uses your entry to determine whether the employee can enter a leave account on the timesheet after the employee has reached this amount.

If the available leave, less the entered amount, is below the leave balance floor entered in this field, the timesheet's validation may trigger a warning or error message depending on your selection of options in Floor Edit .

Floor Edit

Use the Floor Edit options to establish how leave entries are validated when this leave type's leave accrual account is entered on the employee's timesheet and when the available leave, less the entered amount, is below the leave balance floor.

Field Description
No validation

Select this option to determine that there is no validation of the leave balance floor. If the available leave less the leave entry is below the leave balance floor amount, Costpoint accepts the entry without displaying any message or warning that the entered amount is below the leave balance floor.

Warning

Select this option to control the leave balance floor validation by having Costpoint display a warning message before accepting the entry. If the available leave, less the leave entry, is below the leave balance floor amount, the entry is accepted after you acknowledge a warning message that the entered amount is below the leave balance floor.

Error

Select this option to control the leave balance floor validation by having Costpoint display an error message and not allowing the timesheet entry to be accepted. If the available leave, less the leave entry, is below the leave balance floor amount entered above, the entry is not accepted.

Subtask

Subtask Description
Additional Transaction Currencies Click this link to specify currencies that can be assigned to the leave type and charging information.