Loading...

Leave Management Detail

You are here:

Purpose

  • Allow 1 or more leave policies to be created for each type of leave.
  • Display leave balance data to employee
  • Allow employees to use leave on timesheet
  • Restrict employees to only use balance available
  • Provide option for employee to “go negative”
  • Provide carry-over of leave from year to year
  • Provide limit “ceiling” of leave type to be accrued
  • Allow leave balance detail to be manually adjusted by admin
  • Allow supervisor/admin/accounting role access to view employee leave balance info.

Features:

Leave accruals

System uses hire date and accrual periods to calculate leave. Leave types are associated to system Pay Types. Leave time can be accrued in the following increments.

  1. Weekly
  2. Bi-weekly
  3. Semi-monthly
  4. Monthly
  5. Annually

Employee leave balance data

The following data is displayed to the user on the employee timesheet.

  1. Beginning balance
  2. Accrued to date
  3. Used to date
  4. Lost to date
  5. Balance

Employee leave balance & timesheet behavior

Timesheet behavior is dependent on setup of leave policy.

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year
  • Balance will reflect manual adjustments (if any).

View/adjust employee leave balance

Role-based access to employee leave balances.

  • Users with the supervisor, admin or accounting roles may view individual leave balances for each employee.
  • Individual employee leave data fields such as Beginning balance, accrued to date, used and lost may be manually adjusted by user.

Prerequisites

Hire Date is a required field for this feature. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.

Hour Timesheet hire date screenshot

User ID – is a required field for this feature. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, The user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.

user id employee profile

Roles Associated to Leave. User must have one of the following roles to setup/create new leave policies

  1. Admin
  2. Accountant

Building Blocks

  1. Leave Types

Leave types are created within the Hour Timesheet software.

  • For customers using the pay type data field, leave types are associated with pay types.
  • Employees charging to leave will select the Add Leave Hours section of the timesheet to add leave hours to a timesheet.
  • Each leave type may only be associated to 1 pay type.
  • There is no limit to the number of leave types.

 2. Leave Policy

Leave policies are created to define the rules and limitations for earning each type of leave defined in #1 above.

  • Release 3.0 covers accrual types of leave only. Earned leave will be introduced is Release 3.1.
  • Accrual leave is dependent on the employee’s hire date for calculation
  • Each leave policy must be associated to a single leave type (created in step 1)
    • Leave Rules – each leave policy must be configured with a leave rule. Leave Policies may have multiple leave rules. Leave rules consist of the following:
      1. Frequency – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
      2. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
      3. Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
      4. Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost
      5. Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Assigning Leave

Upon completion of steps 1 and 2 above (creating leave types and leave policies), leave may now be assigned to the employees.

  • Employees will not be able to see leave types using the Add Leave Hours section on the timesheet until leave is assigned.
  • Employees will not start accruing leave created in step 2 above until leave has been assigned.
  1. Editing Leave

Employee leave balances may be manually adjusted if required.

  • Leave may be viewed by users with the Supervisor, Accounting or Admin role.
  • Leave may be adjusted by users with the Accounting or Admin role.

Leave Management Setup

Step 1. Create Leave Types

  1. Login to Hour Timesheet as Admin or Accountant role.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click   Create New Leave.
  4. Enter Leave Name. (Sample: Sick Leave Pay)
  5. Select Pay Type from drop down box. (Sample: Sick Leave)
  6. Enter Leave Description. (Sample: Sick Leave Pay)
  7. Enter Start Effective Date of new leave type. (Sample: 01/01/2018)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create leave screenshot

 

Step 2. Creating Leave Polices

2a. Create a New Leave Policy

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click   Create New Leave Policy.
  5. Enter Policy Name. (Sample: Standard FT Sick Leave Policy)
  6. Select Pay Type from the Select Leave Type drop down box. (Sample: Sick Leave)
  7. Enter Leave Description. (Sample: Standard Sick Leave Policy for Full Time Employees)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create Leave Policy by Hour Timesheet screenshot

2b. Configure New Leave Policy Rules

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click the +Configure Rule text next to the leave to be configured.
  5. Complete the following:
  • Leave Rule Effective From – Click the radio button for one of the two options below for this setting.
    1. From Hire Date of Employee – Runs the accrual from each employee’s hire date.
    2. After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.
  • Frequency of Accrual – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
    • Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
    • Leave Balance Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
    • Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost hours.
    • Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Click Ok
  2. Repeat steps 1-8 above for each leave policy. In the example below, 3 leave rules have been created for a single leave policy.

Leave Rules example

Step 3. Assign Leave Type to Employee(s)

Assigning Leave Type to Employee (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave tab.
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type from Leave Types selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click the > to move the selected leave from above to the Selected Leaves list box
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Assigning Employee Leave Screenshot

Step 4. Manual Employee Leave Balance Adjustments

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Employee→ Detail sub menu
  3. Select Manage Leaves tab
  4. Select the employee from the Available Employees list
  5. Click the  icon to edit the balances
  6. Adjust the required data
  7. Click Ok

Managing Employee Leaves