[PR] How to assign a payroll leave code to employees

After creating a Payroll Leave Code, it must be assigned to employees so leave can be processed during payroll. This is done via the Payroll Group. There are two methods: Initialize Employees (bulk assignment) or Manual Entry (individual assignment).

Option 1 – Initialize Employees (Bulk Assignment)

1. On the Leave Code setup form, click Initialize Employees.

2. On the Initialize form:

   • Select the Payroll Group.

   • Enter the Eligible Date (see note below).

3. Click Initialize. The Leave Code is now assigned to all employees in the group.

4. You are ready to accrue leave (if using fixed-rate accrual).

Note on Eligible Date:

• The Eligible Date is the start date for the Leave Code and sets the initial Reset Date.

• The Reset Date must be one day before your first accrual.

• Example:

  • Eligible Date = 1/1/21 → Reset Date = 1/1/21

  • First accrual should be 1/2/21, not 1/1/21. Accruals on the Reset Date will not count toward available leave.

Option 2 – Manual Initialization (Individual Assignment)

Used for:

• Assigning a Leave Code to only a few employees.

• Mid-year hires becoming eligible for leave.

Steps:

1. Open PR Employee Leave form.

2. Select the Employee and the Leave Code.

3. Enter the Eligible Date and Reset Dates for:

   • Available Balance

   • Accrual Limit 1 & 2

4. Enter any override accrual or limit amounts if applicable.

5. Save the record.

The rules for Last Reset Date still apply. You are now ready to accrue leave for the employee.