Use this screen to define leave types. A leave type is a category or grouping that represents an authorized absence from work. Vacation, for example, is a leave type.
You can use this screen is to track leave and link this data to specific projects and accounts. These projects and accounts are used when you execute the Enter Timesheets (People\Transactions\Timesheets), Post Labor (People\Process\Post), and Post Leave (People\Process\Post) applications.
This screen allows you the option of indicating that the leave ceiling should apply on the employee's anniversary date, as opposed to the leave year end date. In addition, you may designate a leave type as a means of tracking and maintaining employee leave amounts. You also may link a leave type to one to be used for leave payout. In this circumstance, if an anniversary or leave year ceiling is exceeded, the excess balance is transferred to the specified payout leave type.
You can add or edit leave types in this screen at any time.
Use the fields in this block to define leave type codes and descriptions. You can use the checkbox (top right corner) to select/deselect the record. You might select this checkbox to mark the record for deletion, for example.
Enter up to four alphanumeric characters to identify the leave type.
Enter up to 30 alphanumeric characters to describe the leave type.
Use the fields in this block to establish posting information, tracking, and other criteria associated with the leave type.
Enter up to 12 alphanumeric characters to describe the leave type. If, for instance, the leave type Description is "Holiday Leave Type," the description you enter here might be "HLVT."
The data you enter in this field further describes the leave type code.
Use the drop-down box to make a selection. Your choices are numbers one through eight.
The leave information you enter in this screen can be printed on leave statements, paychecks, and payment advices. The line number you select in this field is the line number on which leave information will print on these forms.
For paychecks and payment advices, however, only leave data associated with the first four line numbers will print; data designated for line numbers five through eight will not print on paychecks or payment advices.
Data entered on any line number (one through eight), however, will print on leave statements. The line number you enter in this field should be the same line number you establish in the Leave Statement Line Number Description group box of the Leave Settings screen.
Use the fields in this group box to assign the G/L expense account, expense project, accrual account, and accrual project for the leave type.
Enter, or use Lookup to select, the account to which the leave expense will be posted. This account is validated against the data in the Accounts screen.
If you are using an expense project, the expense account must be "project required," as indicated by selecting the Project Required checkbox in the Basic Information block of the Accounts screen.
Enter, or use Lookup to select, the project to which the leave expense will be posted, if applicable. This data is validated against the data in the Project User Flow screen.
Enter, or use Lookup to select, the account to which accrued leave will be posted.
When taking leave, charge it to this accrual account on the timesheet line. This account is validated against the data in the Accounts screen.
You should complete this field only if you are expensing leave as it is accrued.
If you are using an accrual project, the accrual account must be "project required," as indicated by selecting the Project Required checkbox in the Basic Information block of the Accounts screen.
Enter, or use Lookup to select, the project to which the leave accrual will be posted, if applicable.
This data is validated against the data in the Project User Flow screen.
Your selection of radio buttons in the Leave Posting Method group box of the Leave Settings screen will determine which organization must be linked to the expense and accrual accounts in the Leave Types screen.
Use the fields in 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 method for tracking leave.
The system converts leave balances to dollars by multiplying the number of hours by the employee's rate of pay in the Employee Salary Information screen.
Costpoint uses the most current data in the Employee Salary Information screen for computations.
This method requires a journal entry in the G/L to record the adjusted liability balance. The adjustments might be the result of changes to the employee's rate of pay (due to promotions), write-offs of unpaid leave from terminated employees, or recording lost leave.
Select this radio button to record leave accrued and leave used 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.
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 pay rate into the accrued leave dollar amount to derive the hours. As a result, hours earned may not always equal hours available.
Use this drop-down box to select a ceiling method. Your choices are "Leave Period," "Leave Year," "Lost Leave Tracking," and "No Ceiling."
Leave Period - Select this option 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 Codes screen. Accruals for any leave period are allowed only up to the leave period ceiling.
Leave Year - Select this option 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. Employees' 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 Codes screen.
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 Tracking field stores any amounts accrued over the ceiling and "lost" to the employee.
No Ceiling - Select this method to indicate that no leave ceiling will be used.
Use as Excess Leave Payout Leave Type
Select this checkbox if the leave type will be used to track payable excess leave balances.
Pay Balance in Excess of Year Ceiling
Select this checkbox if the leave balances in excess of the leave or anniversary year will be paid to employee.
Eligible for Payout Upon Termination
Select this checkbox to include the leave type when creating leave payout timesheets for terminated employees.
Enter, or use Lookup to select, the pay type to be used for payment of excess leave or unused leave upon termination.
Excess Leave Payout Leave Type
Enter, or use Lookup to select, the leave type to which the anniversary or leave year ceiling excess should be transferred.
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 the radio buttons in this group box to establish how leave entries will be validated when the leave account is entered on the employee's timesheet and the available leave, less the entered amount, is under the leave balance floor.
Select this radio button to specify 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 will accept 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 will be accepted after the user acknowledges a warning message indicating 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, the entry will not be accepted.
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Warning: As stated above, the system will compare the employee's available leave to the leave balance floor when the leave account is entered on the timesheet line. The leave account is entered on multiple timesheet lines during the same leave period. Each line is validated independently. If you have eight available hours and enter one timesheet line for six hours and enter another timesheet line for six hours during the same leave period, for example, the system will compare both timesheet lines to the available eight hours and accept both. |
Use the fields in this group box to establish whether this is an FMLA leave type or a 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, you will be unable to enter data in the FMLA Leave Type field.
Enter, or use Lookup to select, the FMLA leave type code. This field will not be available if you selected the Use as FMLA Leave Type checkbox.
For example, you enter an FMLA leave type in this field, "hours" are subtracted from the FMLA balance; in addition, the "hours" associated with the leave type recorded on the timesheet are also deducted.
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.
Exclude related timesheet hours from all leave codes
Select this radio button to exclude timesheet hours related to all leave types when computing leave codes based on hours worked.
Exclude related timesheet hours from this leave type
Select this radio button to exclude this leave type's hours when computing associated leave codes that are based on hours worked.
Include related timesheet hours for all leave codes
Select this radio button to include timesheet hours related to all leave types when computing leave codes that are based on hours worked.
* A red asterisk denotes a required field.
Changes to this screen update the LV_TYPE (Leave Types) table.
