Costpoint Essentials Online Help

Details Tab

Use this tab to specify the usage, payout, accounts and other settings for leave types.

Details

Field Description
Short Description

Enter a short description of the leave type code.

Leave Type Usage

Field Description
Use to track excess leave

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.

Holiday leave

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.

FMLA 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.
Mandated leave with supplemental compensation

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 on the Paid Family Leave subtask of 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.

Supplemental Comp. 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 on 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 on 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:

  • The Employee Eligibility - Salaried check box is selected.
  • The Factor field has a value of 1.
  • The Amount field in Additional Calculation Based on an Amount group box has a value of 0.00.
  • The Overtime 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.
Accrue during FMLA leave When leave is computed, employees with a status of Family Medical Leave on 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 Accruals 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 Accruals 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.

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.

Field Description
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.

Tracking Method

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.