Leave Balances

Detail Form: Leave Transactions

The Leave Balances form is a view-only form that displays your balances for time off, such as vacation, sick, and personal days. The system maintains historical information for each balance as it relates to used, carry over time, and time earned for the current period. An employee's leave records are configured on the Leave tab on the Employee form.

To view your own records, select Leave Balances from the Self Service menu. You can also click the Person Balance tab on the Time Off Request form.

This form shows all the employee’s leave balance records and the corresponding number of units in each leave balance. The balances are ordered by year, with the current balances at the top of the list and the expired balances at the bottom.

Leave balances are 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 attached to them.

• An elapsed transaction is posted via the Web timecard or a client terminal using events that have leave types connected to them and the employee's Attendance Policy has Balances Enabled.

See Also:

Leave Balances Field Descriptions

Find Balance Records

Configuring and Sorting Columns

Leave Balances Field Descriptions

Leave Type Code

This refers to the various balance categories that time off counts against such as FMLA, Sick, or Vacation. These are defined in the Leave Type Code form.

Year

This field displays the year to which the leave type code applies. An employee cannot have two leave type codes of the same type for the same year.

Balance Value

This field displays the 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

This displays the total number of units carried forward from the balance in the previous balance period. Carry over is performed by the ACCRUAL service.

If the previous balance period is still open after carry over 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

This field displays the total accrued units for the current balance period.

Used Paid

This field displays the total paid balance units that have been used. 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

This field displays the total paid balance units that have been used. 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

This field identifies the number of units that have been approved, but have not yet been posted by the ATTENDANCE service.

Active

This check box indicates whether the record is active or not.

Find Balance Records

To find Balance Records:

1. Click at the top of the Leave Balances form.

2. Use the Leave Type Code and Year fields to specify which balance records you want to view.

3. Click Find to update the records displaying in the middle of the form.

4. Click Clear to delete the values of the Leave Type Code and Year fields.