Costpoint Online Help

Contents of the Manage Employee Leave Screen

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

Identification

Field Description
Employee

Enter, or click to select, the employee ID to which the leave configuration will be assigned. Employees are set up and assigned to leave cycles on the Manage Employee Information screen.

Leave Cycle

This non-editable, information-only field displays the Leave Cycle assigned to the employee on the Manage Employee Information screen.

Leave Type

Field Description
Leave Type

Enter, or click to select, the leave type for this employee. Ensure the leave type is set up on the Manage Leave Types screen first. This field is mandatory.

Used to track excess leave

This non-editable checkbox is populated after the Leave Type field is populated on this screen. If the Use to track excess leave checkbox is selected for the chosen leave type on the Manage Leave Types screen, this checkbox will be automatically selected. This is for informational purposes only.

Used for mandatory leave with supplemental compensation

This checkbox indicates whether the leave type's Mandatory leave with supplemental compensation checkbox is selected on the Manage Leave Types screen. If it is, the screen activates the Mandatory Leave with Supplemental Compensation subtask, where you must enter at least one row to save the record.

Annual accrual limit is based on anniversary year

This non-editable checkbox indicates whether the leave type's Annual Accrual Limit Basis is set to Limit accrual per anniversary year on the Manage Leave Types screen. If it is, the screen will display the employee's anniversary year dates and anniversary year accrual.

Leave Code

Enter, or click to select, the leave code that will determine the employee's accrual computation rules and any limits on their balance, accrual, or used leave. The leave code must be set up on the Manage Leave Codes screen before it can be assigned here. This field is required.

Leave Hire Date

Enter, or click to select, the employee's leave hire date. If you populate this field, the specified date will be used in place of the employee's Current Hire Date to determine the months of service for the employee and leave type. An employee's months of service is used to determine their accrual rate, leave balance limits, accrual limits, and used leave limit. Additionally, if populated, the Leave Hire Date will determine the employee's anniversary dates if the leave type is set to limit leave balance, YTD accrual, and/or YTD used leave based on the anniversary year instead of the leave year. If you leave this field blank, Costpoint will use the employee's Current Hire Date from the Manage Employee Information screen to determine the employee's months of service and anniversary dates.

Accrual Rate

Field Description
Rate

This non-editable field displays the estimated accrual rate for this employee, using the compute method and accrual rate assigned to the leave code.

  • If the Compute Method is P-Leave period, this field will include the accrual rate assigned to the employee's months of service as of the open leave period.
  • If the Compute Method is H-Hours worked, this field will get the accrual rate assigned to the employee's months of service as of the open leave period and multiply that value by the Max Regular Hours assigned to the employee's leave cycle on the Manage Leave Periods screen.

See the description for the Compute Method column on the Manage Leave Codes screen for more information.

Estimated Accrual

This non-editable field displays the estimated accrual rate, including both block grants and the Rate (P or H), for this employee.

The estimated accrual will be 0.00 when:

  • The Compute Method is U-Unit of Hours Worked and the Estimated Hours are greater than 9,000.00 on the Manage Leave Periods screen.

  • The Compute Method is H-Hours Worked and the Estimated Hours are greater than 9,000.00 on the Manage Leave Periods screen.

Leave Balance

Field Description
Beginning Balance

This non-editable field displays the leave year beginning balance for the employee, leave type and open leave year. It represents the balance the employee had on the first day of the open leave year. For new employees, beginning balances are set up on the Manage Leave Beginning Balances screen. For existing employees, beginning balance records are automatically generated when the leave year is closed in the Close Leave Year process.

YTD Accrued

This non-editable field displays the year-to-date leave accrual for the employee and leave type. This field is updated when leave accruals are posted in the Post Leave Accruals process.

YTD Used

This non-editable field displays the year-to-date used leave for the employee and leave type. It is updated when timesheet charges to the leave type account are posted in the Post Timesheets process.

Current Balance

This field displays the current leave balance for the employee and leave type. The leave balance is calculated using this formula: Beginning Balance + YTD Accrued - YTD Used.

Deferred Leave

Field Description
Deferred Beginning  Balance

Deferred leave is leave an employee earns, but cannot use until the deferral period is complete. Deferral rules are set up on the Manage Leave Codes screen. This field displays the deferred leave beginning balance for the employee, leave type, and open leave year. It represents the deferred leave balance the employee had on the first day of the open leave year. For new employees, deferred beginning balances are set up on the Manage Leave Beginning Balances screen. For existing employees, the deferred leave beginning balance is calculated when the leave year is closed in the Close Leave Year process and a beginning balance record is generated for the new leave year.

YTD Deferred

This field displays the employee's total deferred leave earned for the leave type during the open leave year.

Lost Leave

Field Description
Lost Beginning Balance

If a leave type is configured to limit the leave balance an employee can carry over into a new leave period or a new year and the employee's leave balance exceeds this limit, you have options for handling the excess. One option is to track the excess as lost leave. With this option, the excess is not recorded as a liability in the General Ledger and is not paid to the employee. Instead, lost leave is tracked for informational purposes only.

This field displays the lost leave beginning balance for the employee, leave type, and open leave year. It represents the lost leave balance the employee had on the first day of the open leave year. For new employees, lost beginning balances are set up on the Manage Leave Beginning Balances screen. For existing employees, the lost leave beginning balance is calculated when the leave year is closed in the Close Leave Year process and a beginning balance record is generated for the new leave year.

YTD Lost

This non-editable field displays the year-to-date lost leave for the employee and leave type. It is updated as follows:

  • If a periodic limit is set for the Leave Code and the employee's balance exceeds the limit when the Compute Leave Accruals process is run, the excess will be added to the YTD Lost.
  • If an annual limit is set for the Leave Code and the leave type applies annual limits at the end of the employee's anniversary year, any excess balance will be added to the YTD Lost when the Compute Leave Accruals process is run.
  • If an annual limit is set up for the Leave Code and the leave type applies annual limits at the end of the leave year, any excess balance will be added to the YTD Lost when the Close Leave Year process is run.
Cumulative Lost

This field shows the cumulative leave lost balance for this employee and leave type. Costpoint calculates this value by adding the Beginning Balance Lost and the YTD Lost.

Anniversary Year Accrual

If the leave type is configured to impose a limit on the anniversary year accrual, this section will show the anniversary dates for the employee/leave type combination and the total accrual from the anniversary start date to the open leave period.

Field Description
Start Date

This field displays the beginning of the employee's anniversary year. The date is determined by the leave type's configuration on the Manage Leave Types screen:

  • If the Annual Accrual Limit Basis is set to Limit accrual per leave year, the start date is the first day of the open leave year.

  • If the Annual Accrual Limit Basis is Limit accrual per anniversary year and the Anniversary Year Timing is Ends in period containing anniversary date, the start date is the first day of the leave period following the one that included the employee's previous anniversary date.

  • If the Annual Accrual Limit Basis is Limit accrual per anniversary year and the Anniversary Year Timing is Starts in period containing anniversary date, the start date is the first day of the leave period that includes the employee's anniversary date.

End Date

This field displays the end of the employee's anniversary year. The date is determined by the leave type's configuration on the Manage Leave Types screen:

  • If the Annual Accrual Limit Basis is set to Limit accrual per leave year, the end date is the last day of the open leave year.

  • If the Annual Accrual Limit Basis is Limit accrual per anniversary year and the Anniversary Year Timing is Ends in period containing anniversary date, the end date is the last day of the leave period that includes the employee's anniversary date.

  • If the Annual Accrual Limit Basis is Limit accrual per anniversary year and the Anniversary Year Timing is Starts in period containing anniversary date, the end date is the last day of the leave period before the one that includes the employee's next anniversary date.

Anniversary Year Accrued

This field displays the employee's total accrual between the specified anniversary year start and end dates.

If the leave type is tracked by hours, this will be the employee's total Accrued Hours from the View Leave History table where the Leave Period End Date is greater than or equal to the anniversary year start date and less than or equal to the anniversary year end date. Otherwise, if the leave type is tracked by amount, this will be the employee's total Accrued Amount from the View Leave History table where the Leave Period End Date is greater than or equal to the anniversary year start date and less than or equal to the anniversary year end date.

This field will only be populated if the leave type's Annual Accrual Limit Basis is Limit accrual per anniversary year on the Manage Leave Types screen. If the leave type's annual accrual limit is based on the employee's anniversary year, this field updates when you enter the Employee and Leave Type for a new record. If you specify a Leave Hire Date, it will be used to calculate the employee's anniversary year dates instead of the Current Hire Date. Since this value is not stored in the database, Costpoint will dynamically use the Employee, Leave Type, and Leave Hire Date values to determine the anniversary dates when an existing record is queried, and it will use those dates to determine the employee's total accrual for the year.

Subtask

Subtask Description
Mandated Leave with Supplemental Compensation Click this link to open the Mandated Leave with Supplemental Compensation subtask, where you can enter the accrual and supplemental compensation information for this employee and leave type.