QRG Create Leave Credit - Payroll Users

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Purpose

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

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Steps

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Create a Leave Credit Event

To create a new Leave Credit 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 Credit 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 Credit record: (See Figure 6)
      1. Payee Leave Rule
      2. Payee
      3. Employee
   2. Populate the following optional fields as needed: (See Figure 6)
      1. If the parent Payee Leave Rule has the Assignment field populated, then populate the Assignment field for this Leave Credit record. If the Assignment field is NOT populated on the Payee Leave Rule, then this field can be left blank.
      2. 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 Credit record: (See Figure 7)
   1. Start Date
   2. End Date
   3. Hours

5. Populate the following required fields to provide the base details of the Leave Credit 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 for an already approved Credit, populate the fields Approved By, Approved On, and Manager Comments as required.
   2. If the Approval Status is Rejected and to provide details of the Leave rejection, you must populate the field Rejection Comments.
7. The following fields do not need to be populated for this record as: (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, Processed By Interpretation Rule, Override Insufficient Service, Override Leave Balance Validation, and Part Day Override.
   2. They are automated fields:
      1. Processing Status, Pay Calendar Period, 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 Credit 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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Cancelling processed Leave Credit Events

This functionality details how to cancel a Leave Credit Event that has been previously processed in a Pay Batch. This will not work if the Leave Credit 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 then 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 Credit. Advance Pay Payment Calendar Period This field is irrelevant for Leave Credit. Advance Pay Start Calendar Period This field is irrelevant for Leave Credit. Approval Status is the approval status of the Payee Leave Event. Approved By is the name of the manager or Payroll User who approved the Payee Leave Event. Approved On is the Date/Time the approval was granted. Assignment is a lookup to the related Assignment. 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 Alternative Appr Remin List (checkbox) when TRUE, the Leave will be excluded from Bulk Alternative Approver Reminders, and will only be sent on an individual basis via the Leave Events. 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 credited. Last Alternative Approver Reminder Sent defines the Date/Time the last email was sent to remind the Alternative Approver of the Leave 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 This field is irrelevant for Leave Credit. Override Leave Balance Validation This field is irrelevant for Leave Credit. Part Day Override This field is irrelevant for Leave Credit. 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 Credit. 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 indicates the Payee Leave Event was created by entering the Leave Takes via a Timesheet, and therefore processed by an Interpretation Rule. 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 about the Payee Leave Event to indicate why the Approval Status was changed to Rejected. Selected Pay Rate This field is irrelevant for Leave Credit. 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. Void indicates whether a user has voided this Payee Leave Event to prevent it from being included in Pay Batch calculation, or reversed if it’s a status of Fully Processed and not Processed by Interpretation Rule.

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Further Information