[PR] How and when to use the PR Leave Entry Form

Common reasons you may need to use this form:

1. ACCRUALS

   • New leave codes and the beginning balances for your employees need to be added the system. (We are assuming the leave code has already been assigned to the employee and any overrides needed are in place.)

   • Employee has become eligible mid-year; you are using a fixed accrual and need to enter their available/beginning balance.

   • You find an employee that needs hours added to their available balance.

2. USAGE

   • Employee took vacation and the hours were not accounted for properly on their timecard; you have opted not to edit their timecard so the available balance is too high. (Instructions for editing paid time cards can be found in Knowledge Base article How can I edit timecards for employees that have already been paid?)

   • The beginning balance was entered incorrectly into the system, that posting month is now closed, and the available balance needs to be reduced.

      

Once you have determined what type of entry is needed:

1) Select the PR Leave Entry form, which is located in the PR Module, then PR Leave Entry. Once selected, the batch selection form opens to create a new batch.

2) Create a new sequence and enter the employee's Number, Leave Code, & Date. In the Type field click on the drop down arrow and select the appropriate type. In the Amount field, add the hours.  The Accrual limit #1, #2, and Available balance adjustment field are not available for any editing, and the description field is optional.

3) Once you have all the data in, process and post the batch.

Note:

• To reduce a leave balance you can use a (-) negative accrual entry or post usage , your preface Vista will accept both.
• To Reduce usage when the month the incorrect usage entry was posted in is closed. You can use a (-) negative usage entry or post new accrual to increase their available balance, but you may need to temporarily increases your limits for the employee until the correcting entry is posted if you choose to post new accrual. 
• If you do enter a description, this will show on the PR Employee Leave History Detail report.
• The date field is the actual transaction date you want the entry applied to, and shows up in the PR Employee Leave History Detail report in the Actual Date field.
• Once you save the record, the adjustment will show in the header portion of the form under the Current Colum.
• There may be occasions that will require you override some or all of the limits to get the accrual posted. This can be done in the PR Employee Leave form and can then be removed after a reset or the batch the adjustment is in is posted.
• All leave transactions created when using this form or the automated version can be edited, changed, or deleted in the original posting month in this form.