[PR] Setup a Fixed Accrual Based Leave Code

Leave codes can be set to accrue a fixed amount over a set period, like yearly, monthly, or weekly (e.g., 80 hours of vacation per year).

Steps to set up in PR Leave Codes:

1. Go to the Info tab.

2. Fill in the fields:

   • Leave Code: Enter an ID (e.g., VAC or PTO).

   • Description: Describe the leave code.

   • UM (Unit of Measure): Usually hours (HRS).

   • Accrual Type: Select Fixed Amount.

Fixed Accruals

• Amount: Number of hours or units to accrue for this leave code. Can be changed per employee if needed.

  • Weekly Example: 0.77 hours/week → 40 hours/year (0.77 × 52)

  • Monthly Example: 3.33 hours/month → 40 hours/year (3.33 × 12)

  • Yearly Example: 40 hours/year

• Frequency: How often the leave accrues. Press F4 to see valid options.

Accrual Limits #1 and #2

• Optional, but helpful to prevent accidentally adding extra leave if payroll accrual runs more than once in the same period.

• You can set limits for two different time frames (e.g., monthly and yearly).

• For each limit, enter the maximum units that can be accrued and the Reset Frequency.

• Tip: Don’t set limits until after entering beginning balances.

1. Example (Yearly):

   • Limit: 40

   • Reset Frequency: Y (yearly)

   • This prevents more than 40 hours from being accrued in a year.

Available Balance Limit

• Limit: Maximum units (or hours) allowed at one time. Use 999999.00 if unlimited.

• Reset Frequency: How often the balance resets. Leave blank if no reset.

• Carryover Limit: Maximum units (or hours) carried over after a reset. Use 0.00 if none.

1. Example (fixed weekly accrual):

   • Leave accrues 0.77 hours per week.

   • Weekly limit: 0.77 hours.

   • Annual limit: 40 hours.

   • Maximum balance at any time: 80 hours, resets yearly.
     

2. Carryover after reset: 40 hours.

3. PR Leave Codes Form (Accrual/Usage Info tab)

   • Earn Code: Code(s) tracking leave usage in PR Timecard Entry.

   • Earn Desc: Defaults from Earn Code.

   • Type: Use U-Usage for fixed accrual.

   • Basis: H-Hours (usage calculated in hours).

   • Rate: 1.00 → 1 hour used = 1 hour deducted from leave code.
     

4. Employee Leave Tab

   • Add employees who will use this leave code.

   • Options:

     • Enter employees one by one manually.

     • Or click Initialize Employees to add groups by payroll group

PR Employee Leave Overrides

• You can override leave code defaults for:

  • Fixed Accrual Amount

  • Frequency Accrual Limit #1 & #2

  • Frequency

  • Available Balance Limit

  • Carryover Limit

• Initialize Employees:

  • Choose All Employees or Active Only.

  • Enter PR Group and Eligible Date.

  • New entries start with no overrides and 0.00 balance.

  • Existing employee leave codes are not changed.

Eligible Date

• The date an employee becomes eligible for the leave code.

• No accrual or usage happens before this date.

Last Date Reset

• Defaults to the employee’s Eligible Date.

• Updated automatically when PR Leave Code Reset is done.

• No accrual or usage can occur on this date.

Setting Up a Fixed Accrual Leave Code in VISTA

Objective

This SOP outlines the steps to create a fixed accrual leave code in VISTA for managing PTO, vacation, or sick leave hours.

Key Steps

1. Open PR Leave Codes 0:20

• Navigate to the PR Leave Codes section in VISTA.

• On the Info tab, enter the following: 

  • Leave Code ID

  • Description.

2. Configure Leave Code Settings 0:31

• Assign the unit of measurement as hours.

• Select the accrual type as fixed amount accrual.

3. Set Leave Balance Warning Level 0:42

• Choose a leave balance warning level: 

  • Allowed with warning

  • Allowed without warning

  • Not allowed at all.

4. Enter Fixed Accrual Details 0:52

• In the Fixed Accruals section, enter: 

  • Yearly accrual hours amount.

  • Frequency (commonly Y for yearly).

• Optionally set: 

  • Accrual limits

  • Available balance limits

  • Carryover limits.

5. Save the Leave Code 1:04

• Click Save to store the leave code.

6. Add Usage Earnings Code 1:15

• Go to the Accrual Usage Info tab.

• Add an earnings code with the following settings: 

  • Type: Usage

  • Rate: 1

  • Basis: Amount.

• Click Save.

7. Initialize Employees for Leave Code 1:41

• Open the Employee Leave tab.

• Click Initialize Employees.

• Select Active Only and enter a PIN.

• Enter the eligible date (before any activity is posted).

• Click Initialize and then Close.

8. Adjust Employee Records 2:04

• Delete any unwanted employees or adjust records in the grid as needed.

• Apply employee overrides in the employee grid if necessary.

9. Save Employee Changes 2:30

• Click Save to confirm any changes made to employee records.

10. Post Beginning Balances 2:30

• At this point, you can post the beginning balances for your employees.

Cautionary Notes

• Ensure that the eligible date is set correctly to avoid posting errors.

• Double-check the leave balance warning level to prevent negative balances if not intended.

Tips for Efficiency

• Use templates for common leave codes to speed up the process.

• Regularly review and update leave codes to reflect any policy changes.

Link to Loom