[PR] Set up Rate-Based Leave Code

If you want to accrue leave on a weekly basis here's how to set that up. In our example we will be accruing 40 hours a year for our employees with a 60 hour available balance limit and allowing up to 20 hours of carryover.

If you want to accrue leave on a weekly basis here's how to set that up. In our example we will be accruing 40 hours a year for our employees with a 60 hour available balance limit and allowing up to 20 hours of carryover.

Open PR Leave code form

1. Enter an ID and description for the code in the Leave Code and Description fields, respectively.

2. UM: will be hours

3. Accrual type is Rate of Earnings or Hours

   

4. Accrual limit 1 - Enter your weekly accrual rate in with a Reset frequency of W-Weekly

   Note:

   • These accrual limits allow you to track accruals for two different time frames, such as monthly and yearly, or in this example weekly and yearly.

   • My limit is actually .7692 (.01923 hourly accrual rate x 40 hours), Viewpoint rounded this up to .77. This will be fine as my yearly limit will prevent any overages.

   • The frequency code will vary depending on what you have set up in your system.

5. Accrual limit 2 - Enter your yearly limit (in this example 40 hours) with a Rest frequency of Y- yearly

6. (optional) Available balance Limit - Enter the maximum number of hours allowed for this leave code at any one time. Enter 0.00 if there is no limit. In this example we are limiting this to 60

7. (optional) Carryover Limit - Enter the maximum number of units that can be carried over when the available balance is reset. In this example 20 hours

   Next click on the Accrual/usage Info tab and set up the accrual and usage information for the leave code

   

8. Earning code field - enter the earning code or codes that you are going to accrue leave time on. In this example earning code -1 the Type is A-Accrual, Basis H-Hourly, and rate 0.01923.

   In this sample we divided 2080 hours by 40 to arrive at the rate.

9. Repeat this process for the earning code that will be used for leave code usage. In this sample earning code 7, Type is U-usage, Basis - H-Hours, and rate is one indicating a 1 to 1 ratio or hour per hour. Generally you will only apply one earning code for usage.

   Next click on the Employee Leave tab to apply this leave code to your employees

   

10. You can do this in one of two ways. Enter each employee one at a time manually or click the initialize button.

When the initialize button is clicked you will get another form. Select whether All Employees or only Active Employees are to be initialized for this leave code, and what payroll group and Eligible date. All new entries will be initialized with no overrides and 0.00 balances. Employee leave codes that already exist will not be changed.

Note:

• Any employee overrides needed can be applied after initializing employees, if using that option.

• Given the Weekly limit used in Accrual Limit #1 in this example, each week after payroll has been completed and the Auto leave Accrual /Usage has been ran we will need to run the PR Leave code Reset form to reset our weekly accrual limit.

• ALL limits are optional, and used to control how you allow the system to accrue and maintain leave time for your employees.