[PR] Set up Rate-Based Leave Code

Steps to Set Up Weekly Leave Accrual

Example: Employees accrue 40 hours/year, max balance 80 hours, carryover 40 hours.

1. Open PR Leave Code form

2. Enter Leave Code & Description

3. UM: Set to Hours

4. Accrual Type: Rate of Earnings or Hours

5. Accrual Limit 1 (weekly):

   • Enter weekly accrual rate (e.g., 0.77 hours/week)

   • Set Reset Frequency: Weekly (W)

   • This tracks weekly accrual; yearly limit prevents overages

6. Accrual Limit 2 (yearly):

   • Enter yearly limit (e.g., 40 hours)

   • Set Reset Frequency: Yearly (Y)

7. Optional – Available Balance Limit:

   • Max hours allowed at one time (e.g., 60 hours)

8. Optional – Carryover Limit:

   • Max hours carried over after reset (e.g., 20 hours)

Accrual/Usage Setup

1. Accrual/Usage Info Tab

   • Earning Code for Accrual:

     • Type: A – Accrual

     • Basis: H – Hours

     • Rate: e.g., 0.01923 (2080 ÷ 40)

   • Earning Code for Usage:

     • Type: U – Usage

     • Basis: H – Hours

     • Rate: 1 (1:1 hour usage)

2. Employee Leave Tab

   • Apply leave code to employees:

     • Manually one by one or

     • Click Initialize to add a group

Initialize Employees

• Click Initialize → a new form appears.

• Choose All Employees or Active Only, set Payroll Group and Eligible Date.

• New entries: start with 0.00 balance and no overrides.

• Existing leave codes are not changed.

Note:

• Apply any employee overrides after initializing.

• With a weekly limit, run PR Leave Code Reset after payroll to reset it.

• All limits are optional and control how leave accrues and is maintained.

Setting Up a Rate-Based Weekly Accrual Leave Code

Objective

This SOP outlines the steps to create a rate-based weekly accrual leave code for employees, ensuring proper accrual limits and usage tracking.

Key Steps

1. Open PR Leave Codes Form 0:16

• Access the PR leave codes form in the system.

• Prepare to enter the leave code details.

2. Enter Leave Code Details 0:28

• Input the leave code ID.

• Provide a description for the leave code.

• Set the unit of measure to 'hours'.

• Choose 'rate of earnings' or 'hours' as the accrual type.

3. Set Accrual Limits 0:41

• For Accrual Limit 1: 

  • Enter the weekly accrual rate.

  • Set the frequency to 'W' for weekly.

• For Accrual Limit 2: 

  • Enter '40' for the yearly accrual limit.

  • Set the reset frequency to 'Y' for yearly.

4. Optional Limits for Balances 1:04

• Set optional limits for available balances and carryover.

• For this example, set the carryover limit to '40' hours.

5. Enter Accrual Usage Info 1:17

• Navigate to the Accrual Usage info tab.

• Enter the accrual earning code with: 

  • Type of accrual.

  • Basis of 'hourly'.

  • Rate set to '0.01923'.

6. Assign Usage Earnings Code 1:46

• Set the type to 'U' for Usage.

• Basis should be set to 'hours'.

• Rate should be '1' (1 hour used = 1 hour deducted).

7. Assign Leave Code to Employees 2:02

• Go to the Employee Leave tab.

• Add employees manually or click 'Initialize'.

• Choose 'All Employees' or 'Active Employees'.

8. Initialize Employee Leave Codes 2:11

• Select a payroll group.

• Set an eligible date.

• Click 'Initialize' to apply the leave code.

• Employees will start with a zero balance.

9. Run PR Leave Code Reset Form 2:49

• Ensure to run the PR Leave Code Reset form each pay period.

• This resets the weekly limit for accrual.

10. Importance of Yearly Limits 3:02

• Yearly limits help prevent overriding of leave codes.

Cautionary Notes

• Ensure all entries are accurate to avoid discrepancies in employee leave balances.

• Review the limits set to ensure they align with company policy.

Tips for Efficiency

• Regularly check and update leave codes as necessary to reflect any changes in policy.

• Utilize the 'Initialize' feature to save time when assigning leave codes to multiple employees.

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