1. Add Leave Variables
Leave variables define the basic types of leave that an employee can have. |
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| Figure 1 |
The following steps are required to setup leave variables in the system.
1. On the menu, click on Accounting ¡ú Leave Management ¡ú Leave Config.
2. Figure 1 shows the Leave Variable Configuration Form.
3. The following table identifies the inputs required to setup a leave variable with the system |
Sr. |
Field Name |
Type |
Required |
Expected Value |
Description |
1 |
Pay Type/ Charge Code |
Drop Down List |
Yes |
N/A |
The drop down list is filled with pay types or charge codes depending on the association of leaves defined in the Configuration form. |
2 |
Head Line Text |
Text Box |
Yes |
Alphanumeric (e.g. Vacation, Sick etc) |
A unique name associated with each leave variable, used to identify it in the application. |
3 |
Show Used Bal |
Check Box |
Yes |
N/A |
Defines if Balance Used is visible to the employee in the Leave Balance Report. |
4 |
Show Beginning Bal |
Check Box |
Yes |
N/A |
Defines if Beginning Balance is visible to the employee in the Leave Balance Report. |
5 |
Show Accrued |
Check Box |
Yes |
N/A |
Defines if Balance Accrued is visible to the employee in the Leave Balance Report. |
6 |
Show Lost |
Check Box |
Yes |
N/A |
Defines if Balance Lost is visible to the employee in the Leave Balance Report. |
7 |
Show Paid |
Check Box |
Yes |
N/A |
Defines if Balance Paid is visible to the employee in the Leave Balance Report. |
8 |
Show Remaining |
Check Box |
Yes |
N/A |
Defines if Balance Remaining is visible to the employee in the Leave Balance Report. |
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2. Add Leave Classes
Each leave variables further contains a number of leave classes e.g. Vacation (Leave Variable) can be further divided into Vacation Regular and Vacation Union etc (Leave Classes). |
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The following steps are required to define leave classes for a specific leave variable.
1. In Figure 2, we can see that each pay type added has a ¡°View Classes¡± link associated with it. It is important to note that this link will only be available if Leave Management is defined as System Managed in the Configuration form.
2. Click on the ¡°View Classes¡± link against a specific pay type to add leave classes associated to that pay type.
3. Figure 3 shows the Leave Classes Form. The title indicates the selected pay type for which the leave classes are currently shown. |
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4. The following table describes the inputs required to setup leave classes for a specific leave variable in the system. |
Sr. |
Field Name |
Type |
Required |
Expected Value |
Description |
1 |
Class Name |
Text Box |
Yes |
Alphanumeric
(e.g. Vac regular, Vac Union etc) |
A unique name for each class which is used to identify it through out the system. |
2 |
Accrual |
Check Box |
Yes |
N/A |
Defines if a certain leave class is accruable or not. |
3 |
Accrual Period |
Drop Down List |
Yes |
N/A |
Defines the time period of accruals for the class. User can select from a list of options including Weekly, Bi-Weekly, Semi-Monthly, Monthly, Quarterly and Yearly. This drop down list will only be enables if the accrual check box for the specific leave class is checked. |
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3. Define Rates for Leave Classes
We can define accrual rates of a leave class for different periods of service and categories of employees. Figure 4 indicates that each class name has a ¡°View Rates¡± link associated with it. |
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The steps required to add rates against a specific leave class are as follows:
1. Click on ¡°View Rates¡± link associated to the specific leave class you intend to add rates.
2. Figure 5 shows the Class Rates Form. The title indicates the Leave Class for which the rates are currently shown. |
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3. The following table describes the inputs required to define rates for a specific leave class in the system. |
Sr. |
Field Name |
Type |
Required |
Expected Value |
Description |
1 |
Greater or Equal to Month |
Text Box |
Yes |
Integer
(e.g. 0,7,6,12 etc) |
Indicated the number of months from which the rate starts to apply. |
2 |
Less Than Month |
Text Box |
No |
Integer
(e.g. 7,6,12 etc) |
Indicates the number of months after which the rate doesn't apply. If left empty, default value of 999 will be taken. |
3 |
Accrual |
Text Box |
Yes |
Double
(e.g. 2.4, 4.3 etc) |
Defines the accrual rate of the leave class for the period defined by the Greater or Equal to Month and Less Than Month values. If the leave is not accruable, it defines a flat amount. |
4 |
Max Accrual |
Text Box |
Yes |
Double
(e.g. 2.4, 4.3 etc) |
Defines the max amount of accrual allowed for the period defined by the Greater or Equal to Month and Less Than Month values |
5 |
Max Carry Over |
Text Box |
Yes |
Double
(e.g. 2.4, 4.3 etc) |
Defines the maximum amount of carry over allows for the leave class. |
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4. Employee Leave Setup
After defining the leave variables, its associated classes and their rates, we can allocate leave classes to employees. |
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Figure 6 |
The following steps are required to link employees with leave classes in the system:
1. On the menu, click on Accounting ¡ú Leave Management ¡ú Employee Setup.
2. Figure 6 shows the Employee Leave Setup Form. This form will only be available to the user if leave management is set to system managed in the configuration form.
3. The following table describes the inputs required to setup an employee's leave with the system. |
Sr. |
Field Name |
Type |
Required |
Expected Value |
Description |
1 |
Leave Variable |
Drop Down List |
Yes |
N/A |
The drop down list is filled with leave variables defined in the system |
2 |
Class |
Drop Down List |
Yes |
N/A |
The drop down list is filled with leave classes associated with the leave variable selected in the leave variable drop down list. |
3 |
Beginning Balance |
Text Box |
No |
Double
(e.g. 2.4, 4.3 etc) |
A beginning balance is required for the specific employee and leave being added in the system. If no input is given, a default value of 0.0 is taken. |
4 |
Starting Date |
Date Picker |
No |
Date
(e.g. 10/24/2003) |
Defines the start date for the leave being setup. If no date is given, the current date is taken as default. |
5 |
Ending Date |
Date Picker |
No |
Date
(e.g. 10/24/2003) |
Defines the end date for the leave being setup. If a date is entered, this leave class for the specific employee will expire after the given date. |
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