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# 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
If the Leave Event Processing Status is Fully Processed, and you require it to be
reversed, Users would be required to update this field to ‘Yes’. The Leave Event will be
completely cancelled and reversed out when a new Pay Batch is Created and
Calculated that match the Pay Calendar Period Dates.
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)
As mentioned under point 6 (vi), any Leave Take created will only be processed in a Pay Batch if the Approval Status is Approved
Payee Leave Event records CAN NOT be deleted if they have related records or are
used in other records. Deleting records is not recommended unless absolutely
essential.
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.
If the Leave Take was not processed within the Pay Batch Calculation but meets all the
processing criteria, it can be included in the current Pay Batch using the Bulk Add
process.
### **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.
If the Payee Leave Event record has the Processed By Interpretation Rule field marked
as Yes, then updating the Void field to Yes on this record will not automatically reverse
the original Pay Transactions. The reversal of the processed leave would need to be
done by creating duplicate Pay Transactions to reverse the original leave. For further
assistance in how to do this, please contact the Support Team.
## 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
| Document | Document Type | Description |
| ------------------------------------------ | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Quick Reference Guide Index - Leave | Index | An index document that lists and provides links to all Quick Reference Guides relating to Leave |
| Managing Payee Leave Event Key Information | Information Quick Reference | Outlines useful information relevant to Leave within 2cloudnine Payroll. The document includes definitions, prerequisites, and other non-instructional information relating to Leave. This includes details on creation and management of Leave Rules, Payee Leave Rules, and Leave Templates, along with the taking of Leave Events, Accruals, etc. |
| QRG Setup Payee Leave Rules | Task Instructions | How to create Payee Leave Rules |
| QRG Create Leave Cash Out - Payroll Users | Task Instructions | How to create Payee Leave Events of Record Type Leave Cash Out, as Payroll Users. |
| QRG Create Leave Credit - Payroll Users | Task Instructions | How to create Payee Leave Events of Record Type Leave Credit, as Payroll Users. |
| QRG Create a New Pay Batch | Task Instructions | How to create a new Pay Batch through the Pay Batch Manager. |