[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.