Use this screen to define and set up the controls for handling the different types of leave. A leave type is a major classification for tracking leave. For example, "Vacation" is a leave type. You can have several vacation leave accrual schedules, all of which tie to one leave type - Vacation. Use this screen to control the method for leave ceilings and for tracking leave (by hours or dollars); to specify the accrual and expense accounts for recording leave in the General Ledger (G/L); and to describe the leave type code.
You must establish leave period(s) before initializing the Leave Settings screen. You must establish the Leave Settings screen before initializing the Leave Types screen.
Enter up to four alphanumeric characters to define the leave type code. This is a required field. You can associate leave types with a leave code in the Leave Tables screen.
Enter up to 12 alphanumeric characters to describe the leave type code. This is a required field.
Enter up to 30 alphanumeric characters to describe the leave type code. This is a required field.
Enter 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, and payment advices. Only leave types with sort values 1 though 4 are included on paychecks and payment advices. Leave types with sort values 1 through 8 are included on statements.
Use this group box to assign the G/L expense account, expense project, accrual account, and accrual project for this leave type.
Enter, or use Lookup to select, the G/L expense account against which to charge the leave expense. This account is validated against the Chart of Accounts. This is a required field.
Enter, or use Lookup to select, the project associated with this expense account, if applicable. This is validated against the project/organization/account. This is an optional field.
Enter, or use Lookup 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. This is an optional field, and you should fill it in only if you are expensing leave when accrued.
Enter, or use Lookup to select, the project associated with this accrual account, if applicable. This is validated against the project/organization/account. This is an optional field.
Use this group box to select the method for tracking leave.
Select this radio button 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 dollars by multiplying the number of hours by the employee's rate of pay in the Salary Info and History screen in Costpoint Employee.
Select this radio button to record leave accrued and leave used by dollars. This method accrues leave by dollars and leave used is charged by dollars. The value of leave accrued is stored in dollars at the rate at which it is earned. The same occurs for the usage of leave; it is recorded in dollars at the rate in effect at the time the leave is used.
Select this checkbox if the leave type will be used to track payable excess leave balances.
Select this checkbox if the leave balances in excess of the leave or anniversary year will be paid to employee.
Select this checkbox to include the leave type when creating leave payout timesheets for terminated employees.
Enter, or use Lookup to select, the leave type to which the anniversary or leave year ceiling excess should be transferred.
Enter, or use Lookup to select, the pay type to be used for payment of excess leave or unused leave upon termination.
Use this group box to establish whether this is an FMLA leave type or the related leave type designated for FMLA usage.
Select this checkbox to indicate that this leave type is exclusively for FMLA leave tracking usage. If you select this checkbox, the Related 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" - Default. This timesheet line has hours and dollars, or only dollars, 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 dollars and it tracks both FMLA leave and normal leave usage.
Enter, or use Lookup 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 will be included in tracking the FMLA leave type stated here. This field is not available unless you select the Use as FMLA Leave Type checkbox.
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," will allow Costpoint to credit the employee's vacation leave balance and credit these hours toward the FMLA Leave Type, allowing a tracking of available hours.
From the drop-down list, select one of the following options to determine the leave ceilings.
Leave Period — Select this radio button to use the method of controlling the leave accruals/balances ceilings by leave period. This method compares the leave balance of each employee against the leave period ceiling established in the Leave tables. Accruals for any leave period are allowed only up to the leave period ceiling.
Year — Select this radio button to use the method of controlling leave accruals/balances ceilings by leave year. This method compares the leave balance of each employee against the leave year ceiling at leave year-end. This method affects the employees' leave balances only when you close the leave year. It does not affect leave accruals during the year. Employee's leave balances may go above the ceiling at any time during the year, but when you close the leave year, the carryover limit of leave balances is the leave year ceiling amount. You specify the leave year ceilings in the Leave tables.
Lost Leave Tracking — Select this option to use the method of comparing the leave balance of each employee against the leave period ceiling. Accruals for any leave period are allowed only up to the leave period ceiling. The Leave Lost field stores any amounts accrued over the ceiling and "lost" to the employee.
No Ceiling — Select this method to specify the use of no-leave ceilings.
Select this checkbox to specify the leave year option.
Select this checkbox to specify the anniversary year option.
Select this checkbox if neither the leave year nor anniversary year is an option.
Enter the leave balance floor in dollars or hours.
The data you enter here represents the maximum total of negative leave that is allowed. For example, you might enter "-40.00" if the employer allows its employees to have a deficit of "-40.00" hours. If the employer does not allow negative leave balances, you will enter "0" in this field.
Your entry should be consistent with the data you entered in the Track Leave group box. If, for instance, you selected the By Hours radio button, you should enter an hours amount here. If you selected the By Amounts radio button, you should enter a dollar amount in this field.
Your entry is used to determine whether the employee can enter a leave account on the timesheet once the employee has reached this amount.
If the available leave, less the entered amount, is under the leave balance floor entered in this field, the timesheet's validation may trigger a warning or error message depending on your selection of radio buttons in the Edit Method group box.
Use this group box to establish how leave entries will be 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 under the leave balance floor.
Select this radio button to determine that there will be no validation of the leave balance floor. If the available leave less the leave entry is below the leave balance floor amount, the system accepts the entry without displaying any message or warning that the entered amount is below the leave balance floor.
Select this radio button to control the leave balance floor validation by having the system 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 the user acknowledges a warning message that the entered amount is below the leave balance floor.
Select this radio button to control the leave balance floor validation by having the system 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.
Use the radio buttons in this group box to calculate leave based on hours worked. When the Compute Method is "H-Regular Hours" in the Leave Codes screen, the leave is based on hours worked.
Select this radio button to exclude timesheet hours related to all leave types when computing leave codes based on hours worked.
Select this radio button to exclude this leave type's hours when computing associated leave codes that are based on hours worked.
Select this radio button to include timesheet hours related to all leave types when computing leave codes that are based on hours worked.
Changes to this screen update the following tables:
Leave Types - LV_TYPE
Accounts - ACCT
Projects - PROJ