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

Once you have created the Payroll Leave Code that you wish to use, you will need to "Initialize" or assign the Leave Code to your employees. Initialization and processing is administered via the Payroll Group. This is done so that leave can be processed during the normal Payroll process. There are 2 ways of doing this, Initialize Employees and manual entry via PR Employee Leave. In this article we will discuss both methods.

Option 1 - Initialize Employees Button:

1. Click the Initialize Employees button on the Leave Code setup form. This button is used to assign the Leave Code to all employees within a Payroll group.

   

   Once the Initialize Employees button is checked the program brings you to the Initialize form:

   

2. Select the PR Group you wish to initialize and enter the Eligible Date. (see note on Eligible Date)

3. Click Initialize button. You are now ready to accrue time if using a Fixed rate accrual.

Note: The Eligible date is the date that you wish to establish as the beginning date for the Leave Code. This Eligible Date will also be the date that Viewpoint enters as the first Reset Date. The Reset Date is used as a date in the system that determines when it will disregard previous entries. Because of this the Reset Date MUST BE 1 DAY BEFORE the date you use for your first accrual of time.

For Example:

If the Eligible Date is set to 1/1/21 then the initial Reset Date will be set to 1/1/21 as well. This means that you can date your first accrual for 1/2/21. In this scenario, DO NOT date your first accrual for 1/1/21. Since it's on the same date as your Reset Date the system will not count that accrual towards your Available Leave Balance.

Option 2 - Manual Initialization of Leave Code:

This option is typically used when you only want to assign the code to a few employees in your pay group, or you have mid-year hires that become eligible for leave accrual.

You can setup a Leave Code on one employee at a time through the PR Employee Leave form.

1. Select the Employee and the Leave Code you wish to add to the Employee.

2. Add an eligible date and reset dates for: Available Balance, Accrual Limit 1&2.

3. Add any override accrual or limit amounts that apply.

4. Save the record

Note: Rules for the Last Reset Date still apply. You are now ready to accrue for the employee.