[PR] How to Run Fixed Amount Leave Accruals

If you’ve set up a Fixed Amount type leave code and now need to assign new accruals for employees (for a new year or period), you can do so using the PR Auto Leave Accrual/Usage process in Vista Payroll.

Note: Starting with Vista version 2020 R1, the PR Auto Leave Accrual/Usage form is accessed from within the PR Leave Entry form under: File → Leave Accrual/Usage Initialize

Step 1: Open the Accrual Form

Depending on your Vista version:

Pre-2020 R1: Go to PR Auto Leave Accrual/Usage form directly.

2020 R1 or later: Open PR Leave Entry → click File → select Leave Accrual/Usage Initialize.

Step 2: Enable Fixed Accruals

Check the Update Fixed Accruals box.

This tells the system you’re updating fixed-amount leave balances.

Step 3: Enter the Accrual Date

In the Accrual Date field, enter the posting date for the accruals.

The date must be at least one day after your last reset date.

Step 4: Choose Leave Code(s)

For Leave Code, select one of the following:

All – to process all fixed-amount leave codes.

Selected – to process a specific leave code (enter it in the Leave Code field).

Step 5: Choose Frequency

For Frequency, select:

All – to process all frequencies.

Selected – to specify a particular frequency (enter it in the Frequency field).

Step 6: (Optional) Add a Description

Enter a short description for this accrual run in the Description field (e.g., “2025 Annual Leave Accrual”).

Step 7: Handle Existing Accruals

Check the Delete Any Existing Accruals box.

This ensures the system removes any previously posted accruals for the same date and recalculates balances correctly.

Recommended Best Practice:

Always check this box and process one leave code and frequency at a time to avoid errors.

Step 8: Run the Update

Click Update to generate the accrual batch.

Step 9: Process the Batch

Go to File → Process Batch.

The PR Batch Process form will open.

Review the generated batch information.

Before posting, you can preview the PR Leave Accrual Audit report to confirm amounts.

Example: Employee accrued 20 hours for the new year.

Step 10: Post the Batch

If all accruals and reports are correct, Post the batch.

This finalizes the leave accruals and updates employee leave balances.

If you’re adding a new leave code mid-year, or assigning a leave code to a new employee, you can manually post beginning balances using the PR Leave Entry form.

The process above is typically used for annual leave accruals.