QRG Create Leave Cash Out - Payroll Users

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Purpose

The purpose of this quick reference guide is to step through the process of creating Leave Cash Outs as Payroll Users. The intended audience for this document are standard users.

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Steps

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Request for Leave Cash Out

To create a new Leave Cash Out record, follow these steps:

1. Go to the Payee record.
   1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search. (See Figure 1)

2. Select the Employee record from the suggestions provided. (See Figure 2)
3. Open the Related tab.
4. Identify the Payee record(s).
5. Select the Payee record.

2. Within the Payee record, navigate to the Leave tab. (See Figure 3)
3. Click on the Events sub-tab.

4. Click on the New button. (See Figure 4)

5. Select Leave Cash Out record type and click on the Next button. (See Figure 5)

6. Follow this step in the sequence given below:
   1. Populate the following required fields to provide the base details of the Leave Cash Out record: (See Figure 6)
      1. Payee Leave Rule
      2. Reason
      3. Payee
      4. Employee
      5. Assignment
   2. Populate the following optional fields as needed: (See Figure 6)
      1. To record additional comments provided by the Employee, populate the field Employee Comments.
   3. If this is a new Leave Event, the Void field should be populated as No, or it can be left blank. If it is populated with Yes, it would be ignored from Pay Batch Processing. ‘Yes’ should only be selected on Fully Processed Leave Events that are to be reversed in a future Pay Batch.

4. Populate the following required fields to provide the base details of the Leave Cash Out record. (See Figure 7)
   1. Cash Out Date
   2. Hours

5. Populate the following required fields to provide the base details of the Leave Cash Out record: (See Figure 8)
   1. Approval Status - If the Approval Status is:
      1. Submitted - it’s awaiting the Leave Approver to approve.
      2. Approved - it’s ready for Pay Batch processing.
      3. New - saved as draft, nothing further occurs.
      4. Recalled - returned to Payee for editing and resubmission.
      5. Rejected - rejected for approval, Payee can delete, or edit and resubmit.
   2. Skip Manager Approval
6. Populate the following optional fields as needed: (See Figure 8)
   1. To provide details of the Leave approval or rejection for an already approved or rejected request, populate the fields Approved By, Approved On, Rejection Comments and Manager Comments as required. If this has been created via the Employee and Approver Community, these fields will be automatically populated.
7. The following fields do not need to be populated for this record: (See Figures 6, 7 and 8)
   1. They do not have an impact during record creation, or they are not required for this record type:
      1. Selected Pay Rate, Pay Calendar Period Prior, Pay in Advance, Advanced Pay Start Calendar Period, Advanced Pay Payment Calendar Period, Advanced Pay End Calendar Period, and Part Day Override.
   2. The following are automated fields:
      1. Start Date, End Date, Processing Status, Pay Calendar Period, Processed By Interpretation Rule, Last Employee Reminder Sent, Last Employee Rejection Sent, Last Primary Approver Request Sent, Last Primary Approver Reminder Sent, Last Alternative Approver Request Sent and Last Alternative Approver Reminder Sent.
8. Click on the Save button.

9. A new Leave Cash Out record has been created. (See Figure 9)

10. To modify an existing Payee Leave Event record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
11. When complete, click on the Save button.

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Process a Leave Cash Out record

A Leave Cash Out record is picked up for Pay Batch processing when:

1. Processing Status is New.
2. Approval Status is Approved.
3. Cash Out Date falls within the range of the Pay Batch Calendar Period(s) being processed in the Pay Batch.

During the Pay Batch Calculation process, the record is picked up and the following actions are triggered:

1. Status of the record is updated to Fully Processed.
2. The Pay Calendar Period field is populated as per the Pay Calendar Period relating to the Payee Pay Batch it is processed in.
3. A Payment Pay Transaction is created.

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Cancelling processed Leave Cash Out Events

This functionality details how to cancel a Leave Cash Out Event that has been previously processed in a Pay Batch. This will not work if the Leave Cash Out Event has the field Processed by Interpretation Rule marked as Yes. If that field is blank or No, follow the steps below:

1. Open the Payee record, click on the Leave tab and click on the Events sub-tab under the Leave tab. (See Figure 10)

2. Click on View All. (See Figure 11)

3. Select the Payee Leave Event that needs to be cancelled. You will be able to select it based on the Start Date, End Date and Leave Type. (See Figure 12)

4. Within the Payee Leave Event record, click the pencil icon located on the right hand side of the Void field. (See Figure 13)

5. On the field Void, change the picklist value to Yes. (See Figure 14)
6. Click on the Save button.

7. The voided Payee Leave Event will be processed in the next Pay Batch.

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Field Descriptions

Advance Pay End Calendar Period This field is irrelevant for Leave Cash Out. Advance Pay Payment Calendar Period This field is irrelevant for Leave Cash Out. Advance Pay Start Calendar Period This field is irrelevant for Leave Cash Out. Approval Status is the approval status of the Payee Leave Event. Approved By is the Approver of the Payee Leave Event. Approved On is the Date/Time the approval was granted. Assignment is a lookup to the related Assignment. Cash Out Date is the Leave Cash Out date used to select which payroll Calendar Period this Leave Event will be processed in. Employee is a lookup to the related Employee. This must match the Employee of the Payee. Employee Comments are comments about this Payee Leave Event recorded from the Payee. End Date is the End Date of the Payee Leave Event. Exclude From Employee Reminder List (checkbox) indicates that this Payee Leave Event will not trigger Employee Reminder Notifications. Hours is the number of hours to be Cashed Out. Last Alternative Approver Reminder Sent defines the Date/Time the last email was sent to remind the Alternative Approver of the Leave Event awaiting approval. Last Alternative Approver Request Sent defines the Date/Time the last email was sent to notify the Alternative Approver of the Submitted Leave Event awaiting approval. Last Employee Reminder Sent defines the Date/Time the last email was sent to remind the Employee to submit their Payee Leave Event. Last Employee Rejection Sent defines the Date/Time the last email was sent to the Employee to advise the Leave is Rejected. This field is reset to blank on re-submission. Last Primary Approver Reminder Sent defines the Date/Time the last email was sent to remind the Primary Approver of the Leave Event awaiting approval. Last Primary Approver Request Sent defines the Date/Time the last email was sent to notify the Primary Approver of the Leave submission and request its approval. Manager Comments are the comments about this Payee Leave Event that were entered by the Leave Approver. Override Insufficient Service is the acknowledgement that the Payee has insufficient service for this Leave Take to be created but there is a requirement to proceed with its creation. Override Leave Balance Validation indicates that the Payee Leave Balance will not be validated when a Leave Take is created. Part Day Override This field is irrelevant for Leave Cash Out. Pay Calendar Period defines the most recent Pay Calendar Period that applies to the Payee Leave Event. The value is automatically updated during Pay Batch Manager calculations. Pay in Advance? This field is irrelevant for Leave Cash Out. Payee is a lookup to the related Payee. This must match a Payee of the Employee. Payee Leave Event Name is the name given to the Payee Leave Event Record that is being created. Payee Leave Rule is a lookup to the related Payee Leave Rule. Processed by Interpretation Rule This field is irrelevant for Leave Cash Out. Processing Status is the current Processing Status of this Payee Leave Event. Reason is the user-entered reason for this Payee Leave Event. Rejection Comments are the comments provided from the Leave Approver why the Approval Status was changed to Rejected. Selected Pay Rate This field is irrelevant for Leave Cash Out. Skip Manager Approval indicates whether the approval process can be skipped for this Payee Leave Event. Start Date is the Start Date of the Payee Leave Event.

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Further Information