Filter
button to display this field. The Balance tab will only display records
for which the As Of Date is within the effective date range (from the
Start Date to the End Date).The Leaves tab on the Supervisor Review form is used by supervisors to view an employee’s balances for time off, such as vacation, sick, and personal days. A person's balance records are configured on the Leave tab of the Employee form.
The Leaves tab displays these records for the employee selected on the Current Situation or Time Card Review tab.
The system maintains historical information for each balance as it relates to used, carryover time, and time earned for the current period. The Leaves tab shows all the employee’s balance records and the corresponding units in each balance. The balances are ordered by year, with the current balances at the top of the list and the expired balances at the bottom.
Balances are automatically updated when:
Events such as vacation and sick are approved via a Time Off Request. These events must have a Leave Type Code attached to them.
Events such as vacation and sick are posted via the ATTENDANCE service. These events must have a Leave Type Code attached to them.
Events such as vacation and sick are posted via the Add Elapsed button and the employee's Attendance Policy has Balances enabled. For details, see Balances.
For information about which events can draw from balances, see How Balances are Drawn.
See Also:
As Of Date
Click the Filter
button to display this field. The Balance tab will only display records
for which the As Of Date is within the effective date range (from the
Start Date to the End Date).
Leave Type Code
Leave Type Codes, such as FMLA, Sick, or Vacation, refer to the various balance categories that time off counts against. They are defined on the Leave Type Code form.
Year
Identifies the year to which the Leave Type Code applies. A person cannot have two Leave Type Codes of the same type for the same year.
Balance Value
Total number of units available for the Leave Type Code in the specified Year. This value is automatically calculated by the system when a time off request is approved, the ATTENDANCE service runs, or an elapsed transaction is posted to the timecard.
The Balance Value is used to determine if the employee has sufficient hours available to cover an event at the time of posting. The Balance Value is calculated as follows:
Balance Value = Carry Over Hours + Earned Hours – Used Paid Hours – Used Unpaid Hours – Approved Hours
Carry Over
Total number of units carried forward from the balance in the previous balance period. Carryover is performed by the ACCRUAL service.
If the previous balance period is still open after carryover has occurred, and a change is made to the previous balance period, this change will affect the Carry Over amount in the current balance period as well. For example, an employee has a vacation balance of 50 hours at the end of the balance period. When the ACCRUAL service creates the balance record for the next period, these 50 hours carry over to the next period. However, the employee’s supervisor forgot to post the employee’s 40 hours of vacation during the last week of the previous balance period. When the supervisor posts these 40 hours, the balance in the previous period goes from 50 to 10. The Carry Over amount for the current period also changes from 50 to 10.
Earned
Total accrued units for the current balance period.
Used Paid
Total paid balance units that have been used since the Start Date. Balance units are marked as Used Paid when an event posts that is configured to draw from the specified Leave Type Code and it has the PAY_INDICATOR setting of Paid or Paid With Balance.
Used Un-Paid
Total paid balance units that have been used since the Start Date. Balance units are marked as Used Un-Paid when an event posts that is configured to draw from the specified Leave Type Code and it has the PAY_INDICATOR setting of Unpaid.
Approved Value
Identifies the number of units that have been approved, but have not yet been posted by the ATTENDANCE service.
Unit of Measure
Identifies the kind of quantity that the Leave Type Code is measuring.
HOURS: The Leave Type Code quantity is listed in hours. This is the default value.
DAYS: The Leave Type Code quantity is listed in days.
OCCURRENCES: The Leave Type Code quantity is listed in occurrences (e.g., a floating holiday).
Start Date
Indicates the balance period's Start Date.
End Date
Indicates the balance period's End Date.
Active
When this box is checked the record is active. Employees can only use active balances.
Last Accrual
Date when this balance record was last updated by the ACCRUAL service. If this is a new balance record for a new year, the Last Accrual field will be blank (even though the previous year's record will have a Last Accrual date). When the ACCRUAL service runs and updates the new record, the Last Accrual date will appear.
Update Date, Updated By
These fields display when the record was created or updated, and the person who created or updated the record.
Click Main Menu > Manage > Supervisor Review.
Select the employee record that you want to view.
Navigate to and click the Balances tab located on the lower half of the form.
To show only the balance records that were in effect on a particular date, select this date from the As Of Date field.
Click Find.
In order for time off events to draw from a balance, you must add at least one leave type code to the time off event. The events that can use leave type codes are events with the following Event Type IDs: ATTENDANCE:HOLIDAY, ATTENDANCE:SICK, ATTENDANCE:TIME_OFF, ATTENDANCE:VACATION.
To add leave type codes to these events, go to the Events form, select the event and click the Balance Code tab. See Leave Types (Events) for more configuration information.
Once an event has one or more leave type codes associated with it, balances are drawn when time off requests for the event are approved. If you want balances to be drawn when the event posts via an elapsed transaction on the Web timecard or InTeract Client, you must check the Balances Enabled box in the employee's Attendance Policy.