QRG Create Leave Takes - Payroll Users

​

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.

​

Steps

​

Create a Leave Take Event

To create a new Leave Take Event, 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 Take 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 Take 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 Take record: (See Figure 7)
   1. Start Date
   2. End Date
   3. Hours
   4. Selected Pay Rate
5. Populate the following optional fields as needed: (See Figure 7)
   1. If this is a part-day of leave and the hours entered are to override any related Work Schedule full day hours, populate the Part Day Override field.
   2. To process the Leave Take in the Pay Calendar Period prior to the Leave Event dates, populate the Pay in Advance field as Yes If No or left blank, will be paid as normal. Pay in Advance can only be requested for full Pay Calendar Periods.
   3. If Pay in Advance is Yes, the trigger will auto-populate the Advance Pay Payment Calendar Period, Advance Pay Start Calendar Period, and Advance Pay End Calendar Period fields. The user does not have to populate these fields

6. Populate the following required fields to provide the base details of the Leave Take record: (See Figure 8)
   1. Approval Status - If the Approval Status is:
      • Submitted - it’s awaiting the Leave Approver to approve.
      • Approved - it’s ready for Pay Batch processing.
      • New - saved as draft, nothing further occurs.
      • Recalled - returned to Payee for editing and resubmission.
      • Rejected - rejected for approval, Payee can delete, or edit and resubmit.
   2. Skip Manager Approval
7. Populate the following optional fields as needed: (See Figure 8)
   1. To provide details of the Leave approval or rejection populate the fields Approved By, Approved On, Rejection Comments and Manager Comments as required.
8. 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. Pay Calendar Period Prior, Processed By Interpretation Rule, 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, Last Alternative Approver Reminder Sent.
9. Click on the Save button.

9. A new Leave Take 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.

​

Process a Leave Take Event

A Leave Take Event is picked up for Pay Batch processing when:

1. Processing Status is New or Part Processed.
2. Approval Status is Approved.
3. Start Date and End Date falls within or spans the range of the Pay Batch Calendar Period(s) being processed in the Pay Batch.
4. The Void field is populated as No or blank.
5. The Void field is populated with Yes and the Processing Status of the record is either Part Processed or Fully Processed.

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, or Part Processed if the end date is greater than the Pay Batch Calendar Period End Date.
2. The Pay Calendar Period field is populated as per the Pay Calendar Period relating to the Payee Pay Batch it’s processed in.
3. Payment Pay Transactions are created.

​

Cancelling processed Leave Take Events

This functionality details how to cancel a Leave Take Event that has been previously processed in a Pay Batch. This will not work if the Leave Take 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.

​

Field Descriptions

Advance Pay End Calendar Period is the last Pay Calendar Period of an Advance Pay Payee Leave Event. Advance Pay Payment Calendar Period is the Pay Calendar Period in which payment will be made for an Advance Pay Payee Leave Event. Advance Pay Start Calendar Period is the first Pay Calendar Period of an Advance Pay Payee Leave Event. 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 This field is irrelevant for Leave Take. 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 Rejection List (checkbox) when TRUE, the Leave will be excluded from Bulk Employee Rejection and therefore emails can 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 Reminders. Hours is the number of hours of the Payee Leave Event at the time of creating the Leave Event. If there is an Assignment Schedule used, then the value in this field is not used in the Pay Calculation. 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 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 indicates this is a part-day of leave and the hours entered will override any related Work Schedule. 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? If Yes, will process the Leave Event in the Pay Calendar Period prior to the Leave Event occurring. If No or left blank, will be paid as normal. 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 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 provided from the Leave Approver why the Approval Status was changed to Rejected. Selected Pay Rate if enabled in the Org, Payees are able to elect a Leave Take to be paid a Normal Pay, Half Pay or Double Pay. This does not apply to Leave Credits, or Leave Cash Outs. 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.

​

Further Information