WSIPC Guide to Time Off

Transcription

1 WSIPC Guide to Time Off

2 Contents Contents i About This Guide 1 What You Should Know Before You Start 2 Be Sure You re Signed In 2 How to Use This Guide 2 Navigation Paths 2 Getting Around 2 Screen Shots 3 What s in a WSIPC Guide 3 Do Not Post This Guide to the Public Internet 3 What s New in This Edition 3 Entering a Time Off Transaction 4 Adding a Time Off Transaction in Employee Profile 4 Using Time Off Limited Access 5 Setting Up Limited Access Security 6 Entering a Time Off Limited Access Transaction 7 Using Time Card Import 8 Extracting Time Card Data 8 Maintaining Time Card Data 10 Updating Time Off With Time Card Data 11 Using the Third Party Import 12 Using Employee Profile to Manage Requests Entered in Employee Access 14 Allocating Time Off 16 Manually Allocating Time Off 16 Using Auto Accrual 18 Configuring System Setup 18 Configuring Accrual Dates 19 Configuring Allotment Codes 20 Setting Up the Allocation Schedule (Monthly, Annual, Anniversary) 25 Setting Up Auto Accrual on the Employee s Profile Time Off Tab 27 Reviewing and Updating Employee Time Off Setup 27 Processing Auto Accruals 28 Front Loading Leave 34 Using Allotment Codes for Annual Accrual 34 Mass-Adding Time Off Transactions 37 Using the Time Off Transactions Mass Add Utility 37 Importing Time Off Allocation Transactions from a Spreadsheet 37 Adding the Time Off Roll Code 38 WSIPC Guide to Time Off (November 2017) i

3 Contents Running the Year End Purge 40 Using Other Time Off Options 45 Sharing Leave 45 Manually Processing Shared Leave 45 Using FMLA 49 Setting Up FMLA 49 Configuring Time Off System Setup for FMLA 49 Setting Up Employee Access Configuration for FMLA 50 Setting Up an FMLA Time Off Code 51 Setting Up an FMLA Reason Code 51 Setting Up Employees on FMLA 52 Manually Activating Group 9 on an Employee 52 Manually Adding an FMLA Time Off Code to an Employee 53 Mass Adding an FMLA Time Off Code to Employees 54 Allocating FMLA Time 54 Manually Allocating FMLA to Employees 54 Mass Adding FMLA Allocations for a Group of Employees 55 Adding FMLA Transactions 55 Adding FMLA Transactions in the Profile Time Off Tab 56 Adding FMLA Transactions in Limited Access 57 Adding FMLA Transactions in Employee Access 57 Importing FMLA Time Off Transactions 58 Reporting on FMLA Transactions 58 Processing Leave Without Pay 59 Setting Up Leave Without Pay 59 Setting Up a Time Off Code to Allow a Negative Balance 59 Adding a Dock Pay Code 60 Setting Up a Dock Pay Code on a Contract 61 Selecting a Leave Without Pay Method 62 Using the Pay Record Method 63 Using the Worksheet Detail Method 65 Using the Import to Worksheet Method 69 Running Time Off Utilities 77 Allotment Codes Mass Change 77 Calendar Codes Mass Change 77 Group Codes Mass Change 78 Mass Delete Time Off Requests 78 Probation Utility to Calculate Time Off Eligibility 78 Reset Time Off Request Approval 80 Roll Codes Mass Change 80 Time Off Hours/Days Audit 81 Time Off Setup Mass Add 81 Time Off Setup Mass Delete 81 Time Off Transactions Mass Add 81 WSIPC Guide to Time Off (November 2017) ii

4 Contents Time Off Transactions Mass Delete 83 Time Off Transfer 83 Unit Type By Group Mass Change 84 Running Reports 85 Daily Breakdown Report 85 Detail Transaction Report 89 Employee Absentee Report 91 Employee Access Time Off Requests 91 Employee Setup Report 93 Employee Time Off Calendar Report 94 Leave Sale Report 95 Time Off Audit Report 97 Unapproved Time Off Requests Report 98 Setting Up Time Off 99 Configuring Time Off Codes 99 Group Codes 99 Hours Per Day Codes 100 Reason Codes 100 Roll Codes 101 Time Off Codes 103 Setting Up Time Off Configuration 106 Configuring Time Off Code Increment Setup 106 Configuring Time Off Defaults Setup 107 Configuring Time Off Limited Access Setup 110 Configuring Time Off System Setup Options 112 Setting Up Employee Profile Time Off 116 Configuring the Info Sub-tab 116 Configuring the Groups Sub-tab 117 Configuring the Setup Sub-tab 118 Transactions Details Sub-tab 121 Unapproved Requests Sub-tab 122 Setting Up Time Off in Employee Access 123 Creating a Time Off Organizational Chart 123 Allowing Employees to Use Employee Access 123 Configuring Time Off in Employee Access 124 Configuring Time Off Setup 124 Configuring Time Off Date Range Entry Setup 135 Appendix A Troubleshooting 138 How do you temporarily inactivate an employee s Time Off Code Auto Accrual and not lose their accrual setup? 138 Employees do not have the correct number of hours allocated after the Year End Purge and Front Loading Leave Auto Accrual Process 139 WSIPC Guide to Time Off (November 2017) iii

5 Contents Why does the time off information on my pay check advice of deposit differ from what I see in Employee Access Time Off? 140 Is it possible to make a mid-year change to the leave types from Group 3 to Group 9? 140 How do you control entry of future Time Off requests? 140 Why Does the Employee s Time Off Date Range submission have the incorrect number of hours per day? 142 Appendix B Time Off Processing Flow Chart 143 Appendix C Minimum Sick Leave Management 144 Disclaimer 144 Understanding the Purpose of This Section 144 Auto Accruing Sick Leave 145 Configuring Allotment Codes 146 Setting Up the Allocation Schedule and Build Time Off Accrual Transactions 146 Addressing Combo Employees 147 Considering Hours Tracked Outside of Skyward 148 Validating Work Hours 148 Reporting Sick Leave Balance to Employee 148 Additional Considerations 149 WSIPC Guide to Time Off (November 2017) iv

6 About This Guide This Guide explains the Time Off module. The Time Off module provides several ways for you to allocate leave, add transactions, and process different types of leave. For example, you can allocate leave using the Auto Accrual process, the Time Card Import process, or the Time Off Mass Add Transactions Utility. You can also add leave through Employee Profile, Limited Access, Time Card Import, or Employee Access. The Time Off module also provides several ways to set up and process Family Medical Leave Act (FMLA), Leave Without Pay (LWOP) and shared leave. The Time Off module accommodates your business practices. For example, you might choose to use an annual, Front Loaded Auto Accrual process for certificated employees and to use the Mass Add Transactions Utility to add a pro-rated allocation for classified employees. You ll save time by setting up standardized processes to allocate, add, and process leave. The mass-processing utilities help you add, delete, or change Time Off setup and transactions. For example, the Time Off Setup Mass Add Utility lets you add setup records for a group of employees, and the Roll Codes Mass Change Utility provides a way for you to change how leave balances are processed in the Year End Purge. The Time Off module also offers many reports to help you gather general or specific information. For example, the Employee Setup Report shows comprehensive Time Off Setup information such as Time Off Codes and Roll Codes, as well as Accrual and Allotment properties, and the Detail Transactions Report is a powerful tool that shows any processed or unprocessed transactions within a specified date range. The WSIPC Guide to Submitting and Approving Time Off in Employee Access contains information on submitting and approving Time Off in Employee Access. If you re responsible for implementing this module for the first time, you may want to read the Setting Up Time Off section first (page 99). That section shows you how to set up codes and perform other configuration steps that are needed before district personnel can use the module. WSIPC Guide to Time Off (November 2017) 1

7 About This Guide What You Should Know Before You Start You ll find the Guide is much more helpful if you are familiar with the following: Employee data in Employee Profile How your district enters time off transactions How your district allocates leave time Your district s time off policies and procedures Be Sure You re Signed In This Guide is intended to be read while you are working in the Time Off module, so be sure you are signed in. Many of the procedures and concepts discussed in the Guide are best understood if you practice as you read. How to Use This Guide This section shows you how to follow navigation paths in a Guide, and how to navigate around the Guide using various features. This section also describes how and when screen shots are used in the Guide. Navigation Paths The procedures in this Guide begin with navigation menu paths. Select the Display Navigation Menu Paths check box in User Preferences to ensure that you can follow these paths. The option is not available in User Preferences if it is already enabled for the entire district. To learn more about setting User Preferences, see the WSIPC Guide to Skyward s School Management System. Getting Around If you re using this Guide electronically, you can click any text in blue font to move to the section of the Guide that the text refers to. Because the Guides are published in PDF format, you can also use the PDF navigation pane to quickly move from one section to another. If the pane is hidden, click the Bookmark button bar on the left side of the screen. in the menu WSIPC Guide to Time Off (November 2017) 2

8 About This Guide Screen Shots You ll find screen shots throughout the guide to help you learn how to use the software. The data entered in the screen shots in this Guide is an example of the data you might enter. These screen shots are updated with each edition to make sure what you see on your screen matches what you see in the Guide. To prevent the Guide from becoming a lengthy picture book, WSIPC Guides use screen shots only to help illustrate a key idea or when options on a screen are described. This allows WSIPC Guides to be effective and concise. What s in a WSIPC Guide WSIPC Guides are designed to provide readers with everything they need to know to safely and effectively use Skyward s software. WSIPC strives to make Guides that address the diverse needs of these audiences. Therefore, this Guide doesn t contain information customized for specific audiences, districts, or schools. If you need to create educational materials that address the specific needs of your Service Center or district, consider using this Guide as a starting point for developing your own customized materials. Do Not Post This Guide to the Public Internet The information contained in this Guide is copyright protected. You may store a digital copy of this Guide on your internal server for access by authorized users. Allowing access to this Guide by anonymous users, including search engine crawlers, is not permitted. If you are unsure whether your website is open or your server is protected from crawlers, contact your systems administrator. What s New in This Edition This section highlights the significant changes to the Guide since the last edition such as content about new features, important notes and cautions, and sections of the Guide that have been expanded or moved. Description of Change Page # Added Appendix C Minimum Sick Leave Management section which is written to software release version Note: No updates have been made to the other parts of this Guide, which reflect WSIPC s July 2013 software release version WSIPC Guide to Time Off (November 2017) 3

9 Entering a Time Off Transaction A Time Off Transaction is a record containing information about time off taken by an employee. It may include reasons and descriptions for the time off or absence. There are several methods for entering a Time Off Transaction: Adding a Time Off Transaction in Employee Profile Using Time Off Limited Access Using Time Card Import Using the Third Party Import This section describes each method. Adding a Time Off Transaction in Employee Profile A Time Off Transaction for an employee can be added directly from the Transaction Details tab in Employee Profile. This method of entering a Time Off Transaction is an alternative to the employee entering a Time Off request in Employee Access or for adding a Time Off Transaction when Time Off Limited Access in not implemented. To enter a Time Off Transaction in Employee Profile: 1. Go to Human Resources\Employee\EP. 2. Select the Time Off tab. 3. Select the Transactions Details sub-tab. 4. Select an employee. 5. Click Add. 6. Configure the Transaction Detail Maintenance screen (Figure 1). 7. Click Save or Save and Add Another. Note The Group Code, Code Type, and Trans Type boxes default with data based on the Time Off Code selected and the Limited Access settings. To learn about Limited Access, see Using Time Off Limited Access (page 5). WSIPC Guide to Time Off (November 2017) 4

10 Entering a Time Off Transaction Figure 1 - Transaction Detail Maintenance screen Using Time Off Limited Access Time Off Limited Access allows designated staff to enter time off transactions for specific groups of employees. You can establish security to allow certain users to enter allocated and/or used type time off transactions for specific groups of employees based on Building Location or Employee Type. Using Time Off Limited Access involves the following processes: Setting Up Limited Access Security Entering a Time Off Limited Access Transaction This section explains both processes. WSIPC Guide to Time Off (November 2017) 5

11 Entering a Time Off Transaction Setting Up Limited Access Security Before time off transactions can be entered using Time Off Limited Access, you must set up a Security Group specifically for Limited Access that includes the staff members expected to use Limited Access and grants them access to Time Off Limited Access. To learn about Security, see the WSIPC Guide to Security. Note Once security has been established for designated staff to access Time Off Limited Access, you must configure Time Off Limited Access for each employee that is expected to use Limited Access to enter time off transactions. To learn how, see Configuring Time Off Limited Access Setup (page 110). Figure 2 shows users assigned to the Time Off Limited Access security group have minimum security levels of 3/1 granting access to add, edit, and delete Time Off information on the Time Off sub-tabs in Limited Access. The same group of employees have minimum security settings of 1/1 with view only access to the Time Off Setup Codes. Figure 2 - Security Level Maintenance screen WSIPC Guide to Time Off (November 2017) 6

12 Entering a Time Off Transaction Entering a Time Off Limited Access Transaction After Time Off Limited Access is configured and appropriate security is set up, staff members with proper permissions can enter Time Off Limited Access transactions. Users who have permissions to enter Time Off Limited Access Transactions can also run the Detail Transaction Report for their respective group of employees from Time Off Limited Access without additional security settings. The processes for entering a Time Off Transaction and running the Detail Transaction Report from Time Off Limited access are described below. To enter a Time Off Limited Access Transaction: 1. Go to Human Resources\Time Off\LA. A list of employees to whom you have access appears on the screen. 2. Expand an employee s record. 3. Click Add Transaction Detail. 4. Configure the Transaction Detail Maintenance screen. 5. Click Save. To run the Detail Transaction Report from Limited Access: 1. Go to Human Resources\Time Off\LA. 2. Click Detail Transaction Report. 3. Click Add. 4. Configure the Detail Transaction Report template. 5. Click Save. 6. Click Print. WSIPC Guide to Time Off (November 2017) 7

13 Entering a Time Off Transaction Figure 3 shows the 5/23/13 Sick Used Transaction entered by Debbie Nelson for Seth Donovan. Figure 3 - Time Off Detail Transaction Report Using Time Card Import The Time Card Import process uploads Time Off detail transactions from another source such as a substitute tracking system. Using the Time Card Import process involves the following processes: Extracting Time Card Data Maintaining Time Card Data Updating Time Off With Time Card Data This section explains each process. Extracting Time Card Data In the Extract Time Card Data process, you select a CSV file to import and choose cross-reference and work file options. The import file must be a CSV file and must be created according to the specified Import Layout File shown below (Figure 4). To learn about the file layout, see WESPaC SkyDoc: Financial Management/WSIPC/FM/ HR/TO/UT/Time Off Card Excel Layout. Figure 4 - Time Card Import Layout WSIPC Guide to Time Off (November 2017) 8

14 Entering a Time Off Transaction Caution Remove the heading rows and name columns from the.csv before importing. To extract time card data: 1. Go to Human Resources\Time Off\TC\ET. 2. Click Browse. 3. Select a file to import. 4. Click Open. 5. Configure the Import Options area. 6. Click Extract. In Figure 5, the Import Options area is set to Name ID and Overwrite Existing File. Figure 5 - Time Card Import File Selection screen Note If you encounter data issues during the import, the Time Card Import Exceptions Report appears and shows exceptions (Figure 6). Close the report and make corrections as needed. If there are no issues, the report is blank. WSIPC Guide to Time Off (November 2017) 9

15 Entering a Time Off Transaction Figure 6 - Time Card Import - Exceptions Report Maintaining Time Card Data Once the Time Card data is extracted, you can view and maintain the Time Off transactions that will be imported. To maintain time card data: 1. Go to Human Resources\Time Off\TC\MT. 2. Select a record. 3. Click Edit. 4. Make changes on the Time Card Import screen. 5. Click Save. 6. Click Delete if you want to remove a record from the list of transactions to be imported. You can click Report to see information on this screen printed in the form of the Time Card Import Report. Note Records with errors aren t imported. An Invalid Name ID format error must be corrected. Make the correction and then rerun the Import. You can modify other data such as the Transaction Date or Number of Hours. Figure 7 shows one record with a Name-ID error. Figure 7 - Time Card Import screen WSIPC Guide to Time Off (November 2017) 10

16 Entering a Time Off Transaction Updating Time Off With Time Card Data After you review the import file and resolved any issues, you can run the process that updates Time Off with the Time Card Data. To update Time Off with time card data: 1. Go to Human Resources\Time Off\TC\MT. 2. Click Yes to update Time Off with the Time Card Data. After the update process completes, the Process Time Card Report (Figure 8) is generated listing the Time Off Transactions that were added for the specified employees. Figure 9 shows the Time Off Detail Transaction Record created for Diane Cup on 5/21/2013 using the imported Time Card Data. Figure 8 - Process Time Card Report Figure 9 - Time Off Transactions Details screen WSIPC Guide to Time Off (November 2017) 11

17 Entering a Time Off Transaction Using the Third Party Import The Third Party Import provides a method for importing time off records from a third party vendor file. This multiple step process uploads the records from the vendor into a workfile area where the imported records can be modified or removed if necessary. The process also involves creation of cross reference tables linking third party data to corresponding Skyward fields. The final step of the process creates time off transactions in Skyward from the records in the workfile area. To use the Third-Party Import: 1. Go to Human Resources\Time Off\TP. 2. Use the menu on the Third Party Import screen (Figure 10) to walk through the steps of import process. Table 1 describes each of these menu items. Figure 10 - Third Party Import screen Menu item Select File for Import Validate Selected File Generate Time Off Workfile Maintain Time Off Workfile Description Allows you to select the file containing the time off transactions from a third party vendor you want to import. Compares the information on the Time Off Third Party Import file to the corresponding tables in Time Off. This step finds missing cross references and other exceptions that are easily detected. This step allows quick creation of cross references, but is optional since the Generate Time Off Workfile step detects the same exceptions. Uploads records from the import file into a workfile area and displays a list of the number of errors, warnings, and records processed. Interface for editing imported records and removing records from the import list before updating Time Off with the imported transactions. WSIPC Guide to Time Off (November 2017) 12

18 Entering a Time Off Transaction Menu item Update Time Off Description Creates the actual time off transactions from the records in the Time Off Workfile. Setup Table 1 - Description of Third Party Import menu items Allows you to build and format the import file layout, and specify the value used to identify the employee. You can create cross-references between a third party s software time off code or absence reason and its corresponding Time Off Code in Skyward. You can also create cross reference tables that use the duration of absences in the 3 rd party software to determine the length of Skyward absences. You can create cross-reference tables for linking the Subbed for field of the 3 rd party file to an employee or vacancy in Skyward. You can also create cross-reference tables that consolidate multiple time off transactions on a specific day into a single transaction based on the total minutes an employee was absent. WSIPC Guide to Time Off (November 2017) 13

19 Using Employee Profile to Manage Requests Entered in Employee Access Typically, Time Off Transactions entered in Employee Access are approved and denied in Employee Access. However, you can also approve or deny unapproved requests in Employee Profile. This might be helpful if you re on the Employee Profile screen and would like to approve requests there rather than signing in to Employee Access. To use Employee Profile to manage requests entered in Employee Access: 1. Go to Human Resources\Employee\EP. 2. Select the Time Off tab. 3. Select the Unapproved Requests sub-tab. 4. Highlight a transaction and click Approve or Deny. Note The Approve and Deny buttons appear only if you have security to the Time Off Unapproved Requests area and are an approver in the Time Off Org Chart. Figure 11 shows that the 07/05/2013 transaction is waiting for approval by Carl Bert. Carl has security access to the Time Off Unapproved Requests area, so he can click Approve or Deny for each transaction. Carl would probably approve these in Employee Access because in Employee Access he can select and approve multiple transactions at once. WSIPC Guide to Time Off (November 2017) 14

20 Using Employee Profile to Manage Requests Entered in Employee Access Figure 11 - Time Off Unapproved Requests screen with Approve and Deny options Employees with security access to the Time Off Unapproved Requests area who are not approvers in the Time Off Org Chart can see unapproved requests in Employee Profile. In Figure 12, the employee can see the transaction for Mark Andrews because the employee has security access to the Time Off Unapproved Requests. Because the employee is not an approver in the Time Off Org chart, the Approve and Deny buttons don t appear. Figure 12 - Time Off Unapproved Requests screen without Approve and Deny options WSIPC Guide to Time Off (November 2017) 15

21 Allocating Time Off When you allocate time off, you decide, based on contracted bargaining agreements, how to award or allocate leave to employees. You can set up an Auto Accrual process or manually allocate leave to individual employees. For example, you might use the Auto Accrual process to allocate sick leave monthly or on an annual, front-loaded basis, or you might manually allocate leave to new employees who start working mid-year. There are two methods for allocating time off: Manually Allocating Time Off Using Auto Accrual This section explains both methods. Manually Allocating Time Off You can manually allocate leave using the Employee Profile Time Off tab. Manual allocations are most often added to employees who begin working or who need changes mid-year. Time Off Codes in the Employee Profile Time Off Setup sub-tab must be set up before you can allocate an employee leave. To manually allocate Time Off: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select an employee. 3. Click Add. 4. Configure the Transaction Detail Maintenance screen. Table 2 describes the options on this screen related to allocating time off. 5. Click Save and Add Another or Save. Save and Add Another retains the values on the screen so you can easily add another transaction. WSIPC Guide to Time Off (November 2017) 16

22 Allocating Time Off Figure 13 shows eight hours of allocated Sick time added to John Hansen. Figure 13 - Transaction Detail Maintenance screen. When you add an allocation, you can see Before and After Allocated and Left value changes in the lower part of the screen. Option Name Group Code Time Off Code Type Hours per day Date Trans. Type Amount Reason WSIPC Guide to Time Off (November 2017) 17

23 Allocating Time Off Description Option Table 2 - Options on the Add Transaction Detail screen. Some options are visible based on other selections you make on the screen. Using Auto Accrual Auto Accrual allows you to allocate leave more efficiently. After creating setup parameters, you can simply run the Build Time Off Accrual Transaction process that allocates leave. You can also use Auto Accrual to set up an automated allotment process for groups of employees by an anniversary or another scheduled date. There are a number of codes that control the accrual hours or days and schedules when the Auto Accrual can be applied. Using Auto Accrual involves the following processes: Configuring System Setup Configuring Accrual Dates Configuring Allotment Codes Setting Up the Allocation Schedule (Monthly, Annual, Anniversary) Setting Up Auto Accrual on the Employee s Profile Time Off Tab Reviewing and Updating Employee Time Off Setup Processing Auto Accruals This section explains each process. Configuring System Setup There is one Auto Accrual option in the Time Off System Setup table. This option enables the Time Off module to use Auto Accrual. To configure System Setup for Auto Accrual: 1. Go to Human Resources\Time Off\PS\CF\TS. 2. Select the Use Auto Accrual check box. 3. Click Save. WSIPC Guide to Time Off (November 2017) 18

24 Allocating Time Off Configuring Accrual Dates Accrual Dates determine when time off is awarded, which is typically once a month throughout the year or once a year for front loading. Initially, when you set up Auto Accrual, you must add Accrual Dates. Once added, they are listed as Open in the Accrual Date list. To configure Time Off Accrual Dates: 1. Go to Human Resources\Time Off\AC\PS\CO\AD. 2. Click Add. 3. Click Sequence Number and enter a number. This number appears in the Accrual Date table in numerical order. 4. Click Sequence Code and enter a description. Note The Sequence Number and Code combine to form the Accrual Date Key. You can plan your Sequence Numbers and Codes to appear on the list in the fiscal year calendar order. This makes it easier to view and process Accruals. 5. Click Accrual Date and enter a date that defines when the accrual is run in the Accrual Date box. This is also the date used for the generated Time Off Detail Transaction. Note Tip The date commonly used for monthly Accruals is the last day of the month. If you process Accrual before running the payroll each month and issue printed pay checks, the monthly allocations appear on the employee s pay check stub. You can add an Accrual Date for annually front loading leave. Once you run the accrual, the allocated time off is posted to the employee s Time Off Setup sub-tab in Employee Profile. 6. Click Save. The edited line now shows a Status of Open. 7. Repeat steps 5 6 until you have added the Accrual Date Keys for designated accruals in the new fiscal year. WSIPC Guide to Time Off (November 2017) 19

25 Allocating Time Off Once the Accrual is run, the Accrual Date Key Status changes to Updated. You can click Edit on the right side of the screen to change it to Open Status. Changing the Accrual Date Keys to Open Status allows you to rerun the Accrual in the current year or to reuse the Accrual Date Keys each year (Figure 14). Note If you rerun the accrual in the current year, the allocation is duplicated. To remove an incorrect amount allocation and rerun the accrual you can run the Time Off Transactions Mass Delete Utility to remove the allocated transaction. Once this is done, correct the Allotment Code Detail, edit the Accrual Date Key to change it to an Open Status, and rerun the Accrual. Figure Accrual Date Keys are configured and in Open Status Configuring Allotment Codes Allotment Codes identify the number of units (usually hours) allocated to employees when the Time Off Accrual process is run. Allotment Codes must be set up for each group of employees who are automatically allocated time off. You can set up multiple Allotment Code Detail records representing progressive allocation schedules tied to the number of years worked. For example, at 0 years a classified employee receives 8 hours of sick leave per allocation. At.5 years the employee receives 12 hours of sick leave per allocation. You may need to add new Allotment Codes or update existing ones if your district s time off policies change. WSIPC Guide to Time Off (November 2017) 20

26 Allocating Time Off Configuring Allotment Codes requires the following processes: Adding an Allotment Code Master Record Configuring the Allotment Code Detail Record This section describes both processes. Adding an Allotment Code Master Record The Allotment Code Master Record identifies aspects of the code that will be used to determine how units are allocated to employees. To add an Allotment Code Master Record: 1. Go to Human Resources\Time Off\AC\PS\CO\AC. 2. Click Add. 3. Configure the Allotment Code Maintenance screen (Figure 15). Table 3 describes the options on this screen. 4. Click Save. 5. Repeat steps 2 4 until all of your Allotment Codes are added. Figure 15 - Allotment Code Maintenance screen WSIPC Guide to Time Off (November 2017) 21

27 Allocating Time Off Option Description Name of Allotment Code. Allotment Code Description Unit Type Time Off Group Anniversary Accrual Tip: Use a consistent naming convention so that codes related to the same Time Off Group sort together (Figure 17). Description of the Allotment Code. Interval of time (days or hours) for the Allotment Code. Your selection should match the Unit Type in the Time Off Code and Time Off Group. For example, for the Vacation Allotment Code in Figure 15, the Vacation Time Off Code Unit Type is in hours. Time Off Group for this Allotment Code. Time Off Anniversary. Causes the Allotment Code to award leave on an employee s Time Off Code Next Anniversary Date when the Anniversary Roll & Accrual process is run. Allotment Codes with the Anniversary option selected are not set up on an Allocation Schedule. Allotment Code Accrual. Causes the Allotment Code to award leave based on the required hours entered in the Allotment Code Details record. Required hours are compared to employee check history information so, with this option selected, the Accrual must be run after checks are run. The date used in the employee s allocated detail transaction is the date the Accrual process is run (instead of the Accrual Date). Table 3 - The fields available on the Allotment Code Maintenance screen. Some fields are visible based on other field selections you make. WSIPC Guide to Time Off (November 2017) 22

28 Allocating Time Off Configuring the Allotment Code Detail Record Now that you have added the Allotment Codes you can configure the Allotment Code Detail Record. The Detail Record contains additional information about the code. To configure the Allotment Code Detail Record: 1. Go to Human Resources\Time Off\AC\PS\ CO\AC. 2. Click an Allotment Code. 3. Click View Allotment Code Details. 4. Click Add. 5. Configure the Allotment Code Maintenance screen (Figure 16). Table 4 describes the options on this screen. 6. Repeat steps 2 5 until all your Allotment Codes are configured. Figure 16 - Vacation Allotment Code Details. At 0 years, full time classified employees get 8 hours of vacation. WSIPC Guide to Time Off (November 2017) 23

29 Allocating Time Off Options Start Years Units Max Roll Units Max Auto Units Required Hours Description Number of required years of employment the employee must have to be eligible for the allotment. You can enter partial years, such as.5,.75, and Amount (hours or days) to add during the accrual process. This can be overridden by the Override Maximum Units in the employee s Profile Time Off Setup. Maximum number of hours or days that will roll forward during the purge and accrual processes. Maximum number of hours or days that an employee can keep in the purge and accrual processes. This can be overridden by the Override Auto Units setting in the employee s Profile Time Off Setup. Number of work hours required to receive full number of Units if Accrual is selected on the Allotment Code. Table 4 - Description of options on the Allotment Code Details Maintenance screen. Some fields are visible based on other field selections you make. Viewing Allotment Codes Now that you have added the Allotment Code Detail and Master Records, you can view the information several ways: Select the Master or Detail Record View Select the Master View and expand the detail information Select the Master View and expand the View Allotment Code Details Figure 17 - Allotment Code list with Master Record View selected. The Vac-002 Code has two detail schedules. Tip To see all Allotment Code information, run the Allotment Code Report. WSIPC Guide to Time Off (November 2017) 24

30 Allocating Time Off Setting Up the Allocation Schedule (Monthly, Annual, Anniversary) Allocation Schedules allow you to select Allotment Codes that will be awarded on specified Accrual Dates. Now that you have set up Accrual Dates and Allotment Codes, you can set up an Allocation Schedule. Adding the New Allotment Code to the Allocation Schedule Some new Time Off codes allotments may only be awarded once a year and therefore only need to be added to one Accrual Date Key. Others are awarded monthly and must be added to all twelve monthly Accrual Date Keys. Ensure all necessary Allotment Codes are set up within each month s Accrual Date Key. To add a new Allotment Code to the allocation schedule: 1. Go to Human Resources\Time Off\Accrual\PS\CF\SA. 2. Click Add. 3. Click Allotment Code and select a code. 4. Click Accrual Date Key and select a code. 5. Verify the allotment information in the Adjust Schedule area. The default units are listed in hours or days depending on the Allotment Code setup. 6. Click Save. 7. Repeat steps 2 6 until all the Allotment Code(s) have been added to all Accrual Date Keys as appropriate. In Figure 18, a monthly Allocation Schedule has been set up with two vacation allotments. Note The Allotment Code just added to the Accrual Date Key appears after you return to the Set up Allocation Schedule screen. WSIPC Guide to Time Off (November 2017) 25

31 Allocating Time Off Figure 18 - A Classified Vacation Allotment is set up to run on the September Accrual Reviewing an Allocation Schedule Periodically review your allocation schedule (annually or as needed) to verify that it is correct and that employees are set up with the correct Allotment Codes. It may be necessary to add or delete Allotment Codes from Accrual Date Keys. If you want to make extensive changes to the Allocation Schedule, it might be easier to add new Allotment Codes and to run the Allotment Codes Mass Change Utility. The utility replaces existing Allotment Codes on employee records. To review a Time Off Allocation Schedule: 1. Go to Time Off\Accrual\PS\CF\SA. 2. Click Report. WSIPC Guide to Time Off (November 2017) 26

32 Allocating Time Off 3. Select one of the following Report Sequence options: Accrual Date Key. Lists each Accrual Date Key with all the Allotment Codes that are scheduled to process. Allotment Code. Lists Allotment Codes and descriptions and each Accrual Date Key that are scheduled to process. Tip You may want to run the report both ways to review it from the Accrual Date Key and Allotment Code perspectives. 4. Enter an Accrual Date Key range in the Accrual Date Key range boxes or leave them blank to see all Accrual Date Keys. 5. Enter an Allotment Code range in the Allotment Code range boxes or leave them blank to see all Allotment Codes. 6. Click Print. 7. Click View Report. Setting Up Auto Accrual on the Employee s Profile Time Off Tab Another component to setting up the Auto Accrual is configuring employees Time Off Setup records. This includes configuring the Time Off Code Auto Accrual area and assigning an Allotment Code. See Configuring the Setup Sub-tab (page 118) to learn about options on the Employee Time Off Setup sub-tab. Reviewing and Updating Employee Time Off Setup You can use the Time Off Setup Report to review employee Time Off information before running the Accrual. WSIPC Guide to Time Off (November 2017) 27

33 Allocating Time Off Processing Auto Accruals Now that you have set up and verified the Accrual Dates, Allotment Codes, Allocation Schedules, and Employee Profile Time Off, you can run the Accrual. There are two methods for processing Auto Accruals: Using the Anniversary Roll Processing and Accrual Using the Build Time Off Accrual Transaction Method This section explains each method. The Build Method is more commonly used. Using the Anniversary Roll Processing and Accrual Method The Anniversary Roll & Accrual combines an Anniversary Date purge (based on the employee s Profile Time Off Code Setup Next Anniversary Date) and an Accrual. The Anniversary Roll Processing and Accrual does not use Accrual Date Keys. This process also advances the employee s Profile Time Off Code Setup Anniversary Date by one year. To use the Anniversary Roll Processing & Accrual method: 1. Go to Human Resources\Time Off\AC\AP\AR. 2. Click Add. 3. Configure the Anniversary Roll Processing & Accrual screen (Figure 19). Table 5 describes the options on this screen. 4. Click Save and Process. A message appears saying the program uses the next anniversary date on the employee s Time Off Code to see whether the Time Off records should be processed. 5. Click Preview Data to Process. 6. Review the Anniversary Roll Processing and Accrual Preview screen. This screen shows the proposed Allocations within the Anniversary Date parameters. If you click Report, the data is similar to what you see in the preview screen. 7. Click Back. 8. Click Run the Update to make the changes. 9. Click OK. WSIPC Guide to Time Off (November 2017) 28

34 Allocating Time Off Figure 19 - Anniversary Roll Template configured to keep time off detail Option Template Description Roll Over Through Date Anniversary Date Prior to processing roll codes, the system should Description Name of the Template. Use an intuitive name that includes key selection parameters as shown in Figure 19. End date parameter for detail time off transactions. The process looks at Time Off Transactions through the Roll Over Through Date, which is usually the last day of the time off period. Time Off Anniversary Date. This is related to the employee s Time Off Next Anniversary Date found in Employee Profile Time Off Setup. The system finds anniversary dates within the specified date range. Only employee Time Off codes with a date in the Next Anniversary box are processed. See Configuring the Setup Sub-tab (page 118) to learn about options on the Employee Time Off Setup sub-tab. Determines whether the process should keep detail Time Off transaction records or remove detail records and create a summary record. See Running the Year End Purge (page 40) to learn about these options. WSIPC Guide to Time Off (November 2017) 29

35 Allocating Time Off Option Description Includes and processes inactive Time Off Codes on the employee s Time Code Setup in the Employee Profile. Include inactive time off codes Include employees with 0 time off allocated when updating Next Anniversary Date and Years of Experience An Inactive time off code exception occurs when a time off code s roll disposition of move causes a time off amount to be moved to an inactive time off code. This exception does not stop the process. Allows you to update the employee s Time Off Code setup Next Anniversary Date a year for all employees, regardless of their allocation. The Years of Experience option does not apply to Washington State because Washington State has custom Years of Experience fields (Human Resources\Employee Profile\TB\EP\YE). Table 5 - Description of options on the Anniversary Roll Processing & Accrual screen. Some options appear only if you selected other options first. Using the Build Time Off Accrual Transaction Method You can use the Build Time Off Transactions option if you have Time Off allotments based on Schedule Dates, Anniversary Dates, or a combination of both. The build process advances the employee s Next Anniversary Date to the next year. To use the Build Time Off Accrual Transaction method: 1. Go to Human Resources\Time Off\AC\AP\AT. 2. Click Add. 3. Configure the Build Time Off Accrual Transaction Template parameters (Figure 20). Table 6 describes the options on this screen. 4. Click Save and Process. 5. Click Preview Data to Process. Note You can ignore the No Records for Current Parameters message on the first page. Go to the second page to see the proposed allocations. WSIPC Guide to Time Off (November 2017) 30

36 Allocating Time Off 6. Review the Build Time Off Accrual Transactions Preview screen. 7. Click Back. 8. Click Run the Update to make the changes. 9. Click OK. You can see the results of the Build process in the employee s Time Off Setup area. After you run the Build the Accrual Date key displays an Update status. Figure 20 - Build Time Off Accrual Transactions configured for Schedule and Anniversary Date Option Description Template Description Name of the Template. WSIPC Guide to Time Off (November 2017) 31

37 Allocating Time Off Option Description Build selection options: Schedule Dates only - Builds accruals based on Allotment schedules (Accrual Date Key). Select Build Option Anniversary Date only - Builds accruals for employees with Time Off Codes that are set up to use an anniversary date. The system finds employee Time Off Codes Next Anniversary Dates within the date range entered. Combination Schedule Date and Anniversary Date - Runs both types based on both Accrual and Anniversary Dates. All template fields are active. Process Employees Accrual Date Key Anniversary Options Load time off detail transaction date with: Determines which employees are processed based on their active and inactive status on the Personnel tab in Employee Profile. Typically, active profiles are selected. The Accrual Date Key. The Anniversary Options are used specifically for Allotment codes that have the Anniversary flag selected on the Allotment Code Master. Anniversary-type codes are used to allocate time off on an employee's anniversary date rather than a scheduled date. Anniversary Date range. The system looks for Employee Time Off Codes Next Anniversary Dates that are within the date range entered. Date of the allocation transaction. For example, if an employee's anniversary date (Next Anniversary Date) is 7/18/13 and you use an Anniversary Date range of 7/01/2013 to 7/31/2013, you can select the Low Anniversary Date entered in the range (7/01/2013) or the employee's Next Anniversary Date (7/18/2013) as the date for the allocation transaction. WSIPC Guide to Time Off (November 2017) 32

38 Allocating Time Off Option Accrual Work Hours Description Accrual period date range. The Accrual Work Hours dates are required regardless of the Select Build (Schedule or Anniversary) option. For monthly accruals use the current payroll period date range. The Build process compares the employee s paid history hours in the date range to the Require Hours in the Allotment Code detail on Allotment Codes with the Accrual option selected. Table 6 - Description of options on the Build Time Off Transactions screen. Some options appear only if you selected other options first. WSIPC Guide to Time Off (November 2017) 33

39 Front Loading Leave Front Loading Leave is a term used to describe allocating all time off at once, usually at the beginning (front) of the fiscal year. For example, in September, full-time classified employees might receive 96 hours of vacation time their entire allotment for the year. There are three methods for front-loading leave. Using Allotment Codes for Annual Accrual Mass-Adding Time Off Transactions Adding the Time Off Roll Code Your district policy and requirements determine which one you choose. This section explains each method. Using Allotment Codes for Annual Accrual You can add Allotment Codes in the Time Off Accrual area for annual front-loaded leave for groups that get the same amount of leave. To use Allotment Codes for Annual Accrual: Follow the same procedure as you would using the Auto accrual process entering front-loaded parameters. See Using Auto Accrual (page 18) to learn about setting up an Auto Accrual. You can use the Allotment Code Anniversary or Accrual option. Figure 21 shows that the Vac-0003 Allotment Code is configured to use Accrual Hours. The Build will allocate 50 hours of vacation leave to employees with this Allotment Code who have worked a minimum of 200 hours in the Accrual Work Hours date range as specified in your Build template. WSIPC Guide to Time Off (November 2017) 34

40 Running the Year End Purge Figure 21 - Allotment Code using the Accrual option Figure 22 shows the Vac-0003A Allotment Code is configured to use the employee s Time Off Code Next Anniversary Date. The Build will allocate 48 hours of vacation to employees with this Allotment Code who have a Next Anniversary Date in the Anniversary Date range as specified in your Build template. Figure 22 - Allotment Code using the Anniversary option Figure 23 shows a Front Load Allocation Schedule Report. The 0200 Accrual Date Key includes Front Loaded Sick and Vacation Allotment Codes. (You do not add Allotment Codes using the Anniversary Date option to Allocation Schedules.) Figure 23 - Front Loaded Administrator Allocation Schedule WSIPC Guide to Time Off (November 2017) 35

41 Running the Year End Purge Figure 24 shows a Build Time Off Accrual Transaction template. The template is configured for a combination of Schedule and Anniversary Dates. Figure 24 - Build Time Off Accrual Transactions Combination Schedule and Anniversary Date parameters Figure 25 shows proposed allocations for the Build Accrual Preview. The Preview includes Allotment Code Anniversary (Ethan Allyn) and Accrual (Tyler Bell) options and an Override Auto Units configuration setting on Sally Budget s Employee Profile Vacation Leave Time Off Setup. Figure 25 - Build Accrual Preview screen WSIPC Guide to Time Off (November 2017) 36

42 Running the Year End Purge Mass-Adding Time Off Transactions Mass-adding time off transactions can save a significant amount of time. There are two methods for mass-adding time off transactions: Using the Time Off Transactions Mass Add Utility Importing Time Off Allocation Transactions from a Spreadsheet This section explains each method. Using the Time Off Transactions Mass Add Utility You can use the Time Off Transactions Mass Add Utility (Human Resources\Time Off Setup\UT) to load the allotment transactions for groups of employees who get the same type of allocation. There is an option in the utility to prorate the allocation based on designated full time hours per day. Note The Time Off code (used in the Transaction Mass Add Utility) must already exist in the employee s Profile Time Off Setup. You can use the Time Off Setup Mass Add Utility to add the Time Off code. Importing Time Off Allocation Transactions from a Spreadsheet You can create allocations based on a district formula in an Excel spreadsheet and then use the Time Card Import Utility to upload the spreadsheet. For example, if you allocate leave based on the FTE or the employee s hours per day, you could build a spreadsheet containing the leave allocation transactions and upload the saved.csv file using the Time Card Import process. To import Time Off Allocation Transactions from a spreadsheet: 1. Create a file in the correct format. 2. Import the file. See Using Time Card Import (page 8) to learn more about how to format the import file and run the import process. WSIPC Guide to Time Off (November 2017) 37

43 Running the Year End Purge Adding the Time Off Roll Code The Roll Code is on an employee s Time Off Setup tab. The Roll Code includes a Roll Disposition and option to Supplement (Add) Time Off. The Roll Code is referenced when the Year End Purge is run. You can front-load leave using the Supplement option on Roll Code (Figure 26). You may need to add new Roll Codes for Time Off Codes and Dispositions (Lose, Move, or Roll) each year. You can also use the Time Off Roll Codes Mass Change Utility to change the Roll Code in the employee s Time Off Setup records. To add a new Roll Code: 1. Go to Human Resources\Time Off\PS\CO\RL. 2. Configure the Roll Code Maintenance screen. 3. Click Save. Figure 26 - Roll Code using Lose Disposition, Supplement, and Maximum options The advantage of using Roll Codes is they allow you to set a maximum balance on an employee s Time Off Code and then add a supplement amount (Figure 27) when Time Off Year End Purge process is run. The maximum applies only to the Time Off Code balance processed in the Purge. WSIPC Guide to Time Off (November 2017) 38

44 Running the Year End Purge Figure 27 - Vacation Time Off Code with Lose Roll Code Tip After you finish front-loading the leave, you can run the Time Off Employee Setup Report again to verify that the employee s time off new year allocations are correct. WSIPC Guide to Time Off (November 2017) 39

45 Running the Year End Purge You can run the Year End Purge at any time, such as at the end of the school year or on an employee s anniversary date. If your district rolls leave and awards annual leave on anniversary dates, you may want to run this process monthly by anniversary date. The Purge process can remove detail transactions and create a summary transaction to replace them. Note Tip The reason you would run the Purge, even if you want to keep your detail transactions, is if you have employees set up with Time Off Code Roll configurations (Figure 27 on page 39). If your agency does not have this type of setup and you just want to keep the Time Off transaction details, you do not need to run the Purge. Review the following items to make sure they are current before running the Purge process: Time Off Codes, Roll Codes, and Employee Time Off Setup. To run the Year End Purge: Caution Other users should not access the Time Off module when this process is run. 1. Go to Human Resources\Time Off\YE. 2. Click Time Off Year End Purge. 3. Click Add. 4. Click Template Description and enter a name. 5. Enter a date in the Roll Over Through Date box. All Time Off transactions that are the same date or before this date are processed. Note You can use the current fiscal year end date if all employees are being rolled at once. You can run the process separately for groups of employees with different contract year end dates. For example, you can run the process for administrators (contract dates 7/1/2012 6/30/2013), using a Roll Over Through Date of 6/30/2013. WSIPC Guide to Time Off (November 2017) 40

46 Running the Year End Purge 6. The Anniversary Date parameters are not used in the Purge process. You can leave the default setting (01/01/1900 to 12/31/9999). 7. Click Yes or No for the Page Break by Employee option. This dictates the page break option for the report that prints during the Time Off Year End process. 8. In the Prior to processing roll codes area, do one of the following: Select Keep time off detail, summary record is not built. All detail transactions in Employee Profiles are retained. Select Remove detail transactions with a date prior to Roll Over Through Date, leaving a summary record. The detail is condensed into a summary record. The summary record is dated with the Roll Over Through Date. Tip For Sick leave Buyback purposes do not condense detail transactions into a summary line until after the Buyback process has been run. Consult the DRS Leave Cash Out rules for employee retirement plan requirements. ( Handbook/chpt7/statusCodes_rptgCO.htm). Information in the DRS handbook will help you determine how long you should keep transaction detail records. For example, Retirement Plan 1 Leave Cashouts are based on the last 24 months of employment. At the end of the fiscal year, you might run the purge process twice: once to keep the detail for the previous fiscal year ending (to meet the 24 month requirement), and once to create summary records for the fiscal year two years prior to the one currently ending. 9. if you want inactive time off codes included in the year end process, select the Include inactive time off codes check box. WSIPC Guide to Time Off (November 2017) 41

47 Running the Year End Purge 10. If you do not select the Include inactive time off codes check box, select one of the following options in the If inactive time off codes are encountered, print exception area: Allow Processing to Continue End Processing Note Click the question mark for more information about these options. 11. Configure the Selection Parameters to select the appropriate employees. 12. Click Save and Process. 13. Click Preview Data to Process. The proposed changes appear in the Time Off Year End Purge screen. The Action column displays Retained, Delete, or Write on each detail record, depending on your template parameters and employee Time Off Setup Roll Codes. To verify the proposed changes, you can review the data on the screen or run a report. 14. Click Report to view the proposed change information in a report format. 15. Click Run the Update Time Off. 16. Click OK to continue with the Year End Rollover process. 17. Click Display Report on the Report Finished Processing screen to see the same report you ran in the Preview step. WSIPC Guide to Time Off (November 2017) 42

48 Running the Year End Purge The following series of screen shots show Year End Purge parameters and the results of the Purge and Employee Time Off Code and Time Off Roll Code setup. Figure 28 shows Purge parameters. Figure 28 - Purge parameters keeping time off detail Figure 29 shows the employee s Vacation balance on the Time Off Setup sub-tab before the Purge process. Figure 29 - Vacation balance before the Purge The Purge Preview displays proposed actions (Figure 30). Figure 30 - Purge Preview changes. Hours are lost in the Purge and then the supplement is added. WSIPC Guide to Time Off (November 2017) 43

49 Running the Year End Purge The Purge process first reduces the vacation balance to a 300 maximum per the Time Off Code Roll configuration (Figure 26 on page 38). Then the 40 hour supplement transaction on the Roll Code is added as an allocated detail transaction. Balance maximum = lost. Maximum + supplement = new balance (left) = = 340. Figure 31 shows the employee s Time Off Transaction Details added by the Purge process. Figure 31 - Employee s Time Off Code Transaction Detail screen after the Purge WSIPC Guide to Time Off (November 2017) 44

50 Using Other Time Off Options Other Time Off options include Sharing Leave, Leave Without Pay, and FMLA. You will find instructions for setting up and running each of these processes in this section. Sharing Leave Shared leave programs allow an employee to receive donations of leave from other employees. Shared leave recipients and donors must meet certain eligibility requirements. You must follow Washington State laws and agency procedures when you share leave. There are two ways to set up and process donated leave: Manually processing Shared Leave Running the Time Off Transfer Utility using the Share Reason Code. To learn about running this utility, see Time Off Transfer (page 83). Tip Make sure you have a Share Reason Code with a description of Donated Leave. This setup ensures Workers Compensation is not calculated on the Donated leave. Manually Processing Shared Leave To manually process Shared Leave, you deduct allocated leave from one employee and add it to another. Deduct Leave from an Employee First enter a negative time off allocation transaction on the leave donor. To deduct leave from an employee: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select the employee who is donating leave. 3. Click Add. 4. Click Time Off and select the Code. 5. Enter a date in the Date box. WSIPC Guide to Time Off (November 2017) 45

51 Using Other Time Off Options 6. Select A Allocated in the Trans. Type box. 7. In the Amount box, enter the number of hours the employee is donating as a negative number. For example, if an employee is donating 80 hours, enter 80 (Figure 32). 8. Click Reason and select Share - Donated Leave. 9. Type a description in the Description box. According to your district policy you may want to include the name of employee who is donating leave and the name of employee who is receiving the leave. 10. Click Save. A warning message appears stating the amount of this transaction is less than or equal to zero. 11. Click OK. Figure 32 - Negative allocation transaction shows Before and After balances WSIPC Guide to Time Off (November 2017) 46

52 Using Other Time Off Options Manually Adding the Allocated Time Off Transaction Now that you have deducted the leave from one employee you can donate it to another employee by adding an allocated time off transaction. To manually add the allocated time off transaction: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select the employee who is using the leave. 3. Click Add. 4. Click Time Off and select the Code. 5. Enter a date in the Date box. 6. Select A - Allocated in the Trans. Type box. 7. In the Amount box, enter the number of hours the employee is receiving. 8. Click Reason and select Share - Donated Leave. 9. Type a description in the Description box. You may want to include the name of the employee who donated the leave. 10. Click Save. WSIPC Guide to Time Off (November 2017) 47

53 Using Other Time Off Options Figure hours have been allocated to Hansen. You can see the Before and After amounts when adding the allocation. WSIPC Guide to Time Off (November 2017) 48

54 Using FMLA The Family Medical Leave Act (FMLA) is a law that entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons. Eligible employees are entitled to twelve workweeks (480 hours) of leave in a 12-month period with the continuation of medical insurance. You must set up FMLA in compliance with federal guidelines and your agency procedures. Note The intent of this section is to give you all the information you need for setting up and entering FMLA. Instructions are provided as they relate to FMLA. You can click on the links to get detailed instructions in other parts of the guide. You can set up, add, and track FMLA as a separate FMLA code (Group 9, not on stub) or as a part of a regular Time Off (sick or vacation) code. Best Practice There may be some challenges entering the correct Time Off code while an employee is on FMLA. The employee may have been approved for FMLA, but is using sick or vacation time. To ensure accuracy, staff should review FMLA entries. You can run the Detail Transaction Report and display only FMLA entries. Setting Up FMLA You must set up Time Off Configuration and Code tables to use FMLA. The following procedures describe the required FMLA components in each area. Configuring Time Off System Setup for FMLA You must configure Time Off System Setup for FMLA. To configure Time Off System Setup for FMLA: 1. Go to Human Resources\Time Off\PS\CF\TS. 2. Select the Track Family Medical Leave check box. WSIPC Guide to Time Off (November 2017) 49

55 Using FMLA 3. Enter a month in the FMLA Start Month box. Note The FMLA Start Month is optional and applies to all employees. The Start Month is used on the Time Off Transaction Maintenance screen to display how much FMLA Time Off has been allocated and used since that date. 4. Click Save. To learn more about options on the Time Off System Setup screen, see Configuring Time Off System Setup Options (page 112). Setting Up Employee Access Configuration for FMLA You must set up Employee Access to allow employees to enter FMLA. To set up Employee Access configuration for FMLA: 1. Go to Product Setup\Employee Access\CF\TO. 2. To allow employees to see and enter FMLA in Employee Access, select the following: On the Display Options sub tab: Display Group 9 Time Off On the Request Options sub tab: Allow employees to add Time Off Requests and Allow Time Off requests in group 9 To learn more about options on the Employee Access Configuration screen, see Configuring Time Off in Employee Access (page 124). Setting Up Group 9 for FMLA Group 9 contains Time Off Codes that are tracked for informational purposes by your agency. Group 9 Time Off Code transactions do not involve pay so they do not appear on pay check stubs. You must set up Group Code 9 to allow FMLA tracking. To set up Group Code 9 for FMLA: 1. Go to Human Resources\Time Off \PS\CO\GC. 2. Select Group 9 Code, Not on Stub and click Edit. WSIPC Guide to Time Off (November 2017) 50

56 Using FMLA 3. Select the Track FMLA Leave check box to allow FMLA to be tracked in Group Click Save. Setting Up an FMLA Time Off Code You must add an FMLA Time Off Code. To set up an FMLA Time Off Code: 1. Go to Human Resources\Time Off \PS\CO\TO. 2. Click Add. 3. Enter an FMLA tracking Time Off code. 4. Click the Group Code, and select Group 9 association. 5. Click Save. Setting Up an FMLA Reason Code To track FMLA you must set up an FMLA Reason Code to use with FMLA and regular Time Off Codes such as Sick or Vacation that are used for FMLA. To set up an FMLA Reason Code: 1. Go to Human Resources\Time Off \PS\CO\RC. 2. Click Add and enter an FMLA Reason Code. 3. Select or clear the No Limitations check box. 4. Click Add. 5. Select the Time Off Code that can use the FMLA Reason Code. 6. Click Save. WSIPC Guide to Time Off (November 2017) 51

57 Using FMLA 7. Repeat steps 2 6 until all Time Off Codes used with FMLA are added to the Reason Code. Note If you set up an FMLA Time Off code and apply the FMLA Reason Code to it, this Time Off Code should be used solely to track Family Medical Leave (FMLA) transactions. You can use the FMLA and other Reason Codes on Sick and Vacation Time Off Codes. Setting Up Employees on FMLA To set up employees on FMLA, you must activate Group 9 and add the FMLA Time Off Code to the Employee Profile. Amounts from the FMLA Time Off code do not appear on the employee's check stub or advice of deposit and are not included in Time Off group totals. This section describes the following processes: Manually Activating Group 9 on an Employee Manually Adding an FMLA Time Off Code to an Employee Mass Adding an FMLA Time Off Code to Employees Manually Activating Group 9 on an Employee You must activate Group 9 for the FMLA Code. To manually activate Group 9 on an employee: 1. Go to Human Resources\Employee\TI\GR. 2. Select an employee. 3. Click Group. 4. Click Hours in the Group 9 box. 5. Click Save. WSIPC Guide to Time Off (November 2017) 52

58 Using FMLA Manually Adding an FMLA Time Off Code to an Employee You can add an FMLA Time Off Code for a specific employee. You might do this to set up FMLA on a new employee who has been approved for FMLA. To manually add an FMLA Time Off Code to an employee: 1. Go to Human Resources\Employee\TI\SE. 2. Select the employee. 3. Click Add. 4. Select an FMLA Time Off code. 5. Select the Active check box. 6. Select the Display on checks in Employee Access check box. 7. Select the FMLA check box. For more information about the FMLA Code click the Question Mark icon. 8. Click Hours/Days and select the hours per day that the employee works. 9. Click the Roll Code. You may want to select a disposition of Lose and roll FMLA on a calendar year basis. 10. Click the Reason Code link and select FMLA. 11. Click Save. Figure 34 shows an Employee FMLA Time Off code setup. WSIPC Guide to Time Off (November 2017) 53

59 Using FMLA Figure 34 - FMLA Time Off Code Setup Mass Adding an FMLA Time Off Code to Employees You can use the Time Off Setup Mass Add Utility to mass add the FMLA Time Off code to employees. You might want to do this to save time when you are initially adding FMLA for a group of employees at your agency. Group 9 is also activated on the employee s profile as a part of the update. Allocating FMLA Time Once you have added Group 9 and the FMLA Time Off Code to the employee, you can allocate time to the FMLA Time Off Code. Do one of the following to allocate time to the FMLA Time Off Code: Manually Allocating FMLA to Employees Mass Adding FMLA Allocations for a Group of Employees Manually Allocating FMLA to Employees You may want to manually allocate FMLA if you only have a few employees going on FMLA. You can add an allocated FMLA transaction as you would for any other Time Off Code (Figure 35). Tip After adding and allocating FMLA, run a Time Off Employee Setup Report to view Time Off Code allocation by employee. WSIPC Guide to Time Off (November 2017) 54

60 Using FMLA Figure 35 - An FMLA Time Off Code 480 hour allocation is manually added Mass Adding FMLA Allocations for a Group of Employees You can use the Time Off Transactions Mass Add Utility to mass add FMLA allocations. You may want to do this to save time if you have many employees that go on FMLA. The Mass Add allocation is easy to use because all qualified employees can be allocated the same amount of FMLA, 480 hours per year. Adding FMLA Transactions Now that you have allocated FMLA to employees, you can add FMLA (used) transactions. If you are tracking FMLA under another Time Off code you can also add an FMLA transaction. Multiple methods (in the Profile Time Off Tab, Limited Access Time Off, or Employee Access) can be used to add FMLA transactions. Do one of the following to add FMLA Transactions: Adding FMLA Transactions in the Profile Time Off Tab Adding FMLA Transactions in Limited Access Importing FMLA Time Off Transactions Clone a regular transaction in a Time Off Import File Each method is described in this section. WSIPC Guide to Time Off (November 2017) 55

61 Using FMLA Adding FMLA Transactions in the Profile Time Off Tab You may want to use this option if Time Off is entered by your agency staff. The process for adding an FMLA Detail transaction is the same as adding other Time Off transactions with one exception. If you are tracking FMLA through another Time Off Code, you must have the Create FMLA Time Off transaction option set to Yes (Figure 36). Figure 36 - Sick Leave Transaction using the Create FMLA transaction option When you select Yes, a corresponding FMLA transaction is created along with the regular Time Off transaction (Figure 37). The Create option is available when you are adding a Time Off transaction for an employee who is set up on FMLA. Figure 37 - Sick Leave and FMLA Transactions created from the Sick Leave item Note If you delete a Time Off transaction (that, when added, included the Create FMLA transaction), the system looks for the FMLA transaction on that same day. If the corresponding FMLA transaction exists, you are prompted to delete the corresponding FMLA transaction. WSIPC Guide to Time Off (November 2017) 56

62 Using FMLA Adding FMLA Transactions in Limited Access You may want to use this option if Time Off is entered by your agency staff in Limited Access. In Limited Access, the process for using the Create FMLA Time Off transaction option or adding a FMLA Detail transaction is the same as adding other Time Off transactions. Adding FMLA Transactions in Employee Access You may want to use this option if you allow your employees to submit Time Off requests in Employee Access. Employees can add regular and FMLA Time Off requests in Employee Access but there is not a Create FMLA Time Off Transaction option. As a workaround, employees can: 1. Clone your Employee Access Time Off request to create a separate FMLA Time Off Transaction. 2. Edit the cloned request to change the Time Off Code to FMLA and the start date (the system automatically advances a cloned request one day). Note You must set up security so employees can access the Clone button. Separate FMLA transactions added in EA are not linked in the delete of the regular Time Off entry. For example, if you delete a Sick Time Off entry in EA you don t see a message to delete a FMLA transaction for the same day. See the WSIPC Guide to Submitting and Approving Time Off in Employee Access to learn how to add a Time Off request in Employee Access. WSIPC Guide to Time Off (November 2017) 57

63 Using FMLA Importing FMLA Time Off Transactions You may want to import FMLA Time Off transactions if Time Off is imported from a third party system using the Time Card Import process. Third-party substitute tracking systems do not automatically create separate FMLA Transactions. As a workaround, you can enter a duplicate line for transactions that should be tracked as FMLA in the import spreadsheet. You edit the duplicate line and change the Time Off Code to an FMLA code. Then you import the Time Off spreadsheet. Separate FMLA transactions are not linked in the delete of the regular Time Off entry and you will not see the message to delete a FMLA transaction. For information on the Time Off Import process see Using Time Card Import (page 8). Reporting on FMLA Transactions You may want to report on the FMLA transactions that have been entered. The Detail Transaction Report provides options for including FMLA Transactions. WSIPC Guide to Time Off (November 2017) 58

64 Processing Leave Without Pay Leave Without Pay (LWOP) or dock pay is time off from work without pay. There are several methods you can use to process Leave Without Pay. You must set up Time Off Codes and Pay Codes for all methods. Note The intent of this section is to give you all the information you need for setting up and entering LWOP. Instructions are provided as they relate to LWOP. You can click on the links to get detailed instructions in other parts of the guide. Setting Up Leave Without Pay To begin processing Leave Without Pay, you must perform some setup. This setup is required for all Leave Without Pay Methods. Setting Up a Time Off Code to Allow a Negative Balance For the Pay Record and Worksheet Detail options you must set up the Time Off Code you will use for LWOP to allow a negative balance. To set up a Time Off Code to allow a negative balance: 1. Go to Human Resources\Time Off\PS\CO\TO. 2. Highlight the Time Off Code. 3. Click Edit. 4. Click the Allow Negative Balance box and select Yes or Warning (Figure 38). 5. Select the In Employee Access, allow employee to submit a negative time off request without an original time off request for the same day check box. 6. Click Save. WSIPC Guide to Time Off (November 2017) 59

65 Processing Leave Without Pay Figure 38 - Sick Leave Time Off Code set up to allow negative requests Adding a Dock Pay Code A Dock Pay Code is a rate type pay code that reduces contract pay and is associated with Leave Without Pay. You must set up a Dock Pay Code if you are processing Leave Without Pay. To set up a Dock Pay Code: 1. Go to Human Resources\Employee\PS\CO\PA. 2. Click Add. 3. In the Pay Code box, enter a Pay Code. Tip To identify the Workers Compensation Code associated with the Dock Pay Code you can enter the last digit of the Workers Comp Code. For example, LWOP3 signifies an LWOP Pay Code with a 613 Workers Comp Code (Figure 39). 4. In the Rate Type box, select Yes. 5. In the Contract box, select No. 6. In the Workers Comp Code box, select a code. WSIPC Guide to Time Off (November 2017) 60

66 Processing Leave Without Pay 7. In the Retirement Status box, select A, Regular. 8. Click Save. Figure 39 - LWOP Pay Code with Workers Comp Code Setting Up a Dock Pay Code on a Contract You must set up a Dock Pay Code on the employee s contract for all three Leave Without Pay methods. To set up a Dock Pay Code on a contract: 1. Go to Human Resources\Employee Profile\TB\CN. 2. Select the Contract that the LWOP will be counted against. 3. Click Edit. 4. Click Assoc Dock Pay. 5. Select the LWOP Pay Record (Figure 40). 6. Click Save. WSIPC Guide to Time Off (November 2017) 61

67 Processing Leave Without Pay Figure 40 - Contract with Dock Pay Record Selecting a Leave Without Pay Method In Time Off System Setup Options, you must select the LWOP method you want to use. If you want to change your LWOP method, process all outstanding LWOP entries first. For example, if you are changing from the Pay Record to Detail Worksheet method, in addition to Importing worksheets into the payroll selection, you may have LWOP Pay Records you also need to include in the payroll selection. To select a Leave Without Pay method: 1. Go to the Human Resources\Time Off\ PS\CF\TS. 2. Select one of the following LWOP methods in the Time Off System Setup (Figure 41). Using the Pay Record Method Using the Worksheet Detail Method Using the Import to Worksheet Method WSIPC Guide to Time Off (November 2017) 62

68 Processing Leave Without Pay Figure 41 - Time Off System Setup Leave Without Pay Worksheet Detail method selected Using the Pay Record Method The Pay Record method automatically creates a Dock Pay Record or updates factor/hours on an existing Dock Pay Record in the employee s Profile Pay Tab. Note The Unpaid Type Flat Rate option is not recommended. Since the factor on a Flat or Daily Rate is 1, it does not reflect or reduce the correct number of hours in the day. As a workaround, if you have a daily pay rate code, you can add an LWOP Pay Record for the employee, enter the leave in the Time Off tab, and add the pay record to your LWOP Worksheet. Then, you can enter the number of negative hours and pay in the LWOP Worksheet. Now that you have set up a Dock Pay Record reference on the employee s contract, you can add the Unpaid Time Off transaction. To use the Pay Record Method: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select an Employee. 3. Click Add. 4. Click the Time Off code and select the Time Off Code configured to allow a negative balance. 5. In the Date box, enter the transaction date. 6. In the Trans.Type box, select Unpaid. 7. Click Amount and enter a value. WSIPC Guide to Time Off (November 2017) 63

69 Processing Leave Without Pay 8. In the Auto-create dock pay record area select Yes Calculate rate from Contract. 9. In the Contracts Available for Selection area, select the contract you want to apply the unpaid Time Off transaction to (Figure 42). 10. Click Save. A message states that the pay record has been created. The message includes a reminder to pull the pay record into the payroll. Note If you need to edit an unpaid unprocessed time off transaction, you must also edit the associated unpaid pay record. Figure 42 - Unpaid Time Off Transaction using the Pay Record option WSIPC Guide to Time Off (November 2017) 64

70 Processing Leave Without Pay Processing the Dock Pay Record through Payroll Now that you have completed the steps of creating the unpaid Time Off Transaction and associated Dock Pay Record, you must include the Pay Record in the payroll selection (Figure 43) (Human Resources\Payroll\CP\SE). The transaction is processed using the current payroll Retirement Earning Period (regardless of the transaction work date). During the Payroll Check Register process, there is an option to delete these Dock Records to prevent pulling the Dock Record into other payroll runs. Figure 43 - LWOP Pay Record created through the Pay Record method Using the Worksheet Detail Method The Worksheet Detail method automatically adds a dock worksheet transaction in a designated Payroll Worksheet. The Worksheet Entry information is populated from the Time Off transaction and specified contract. Configuring the LWOP Worksheet You must add and configure a Payroll Worksheet for the LWOP Worksheet Detail. To configure the LWOP Payroll Worksheet: 1. Go to Human Resources\Payroll\CP\PW\PW. 2. Click Add. 3. Click Worksheet Description and enter an LWOP title. 4. Select the Use Optional Transaction Pay Code check box (Figure 44). This makes the LWOP Worksheet available for selection when the Time Off transaction is entered. Note The Assoc. Dock Pay Code you set up on the employee s contract becomes the Optional Transaction Pay Code. Worksheet transactions are created for each LWOP transaction. If there are multiple payroll accounts on the Pay Code Record, the system creates multiple worksheet transactions and imports them into the specified payroll worksheet. WSIPC Guide to Time Off (November 2017) 65

71 Processing Leave Without Pay Figure 44 - LWOP Payroll Worksheet set up with Optional Transaction Pay Code Adding an LWOP Transaction Using the Detail Worksheet Transaction Method Now that you have set up the Payroll Worksheet, Employee Contract and LWOP Pay Code, you can create a Time Off transaction to auto-create the Dock Pay Worksheet transaction. You can add LWOP transactions in the Employee Profile Time Off or in Time Off Limited Access. To add an LWOP transaction using the Detail Worksheet Transaction Method: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select the employee. 3. Click Add. 4. Enter a date in the Date box. Note The Dock Pay Time Off transaction must fall within the Work Dates of the Contract. 5. In the Trans Type box, select Unpaid. WSIPC Guide to Time Off (November 2017) 66

72 Processing Leave Without Pay 6. In the Auto-create dock worksheet detail record area, select Yes- Calculated from contract. 7. In the Contracts Available for Selection area, select the correct Contract check box. 8. In the Worksheet Description area select the correct Worksheet (Figure 45). 9. Click Save. A message appears stating the Worksheet Detail Record has has been created. It includes a reminder to pull the dock worksheet detail records into your payroll. To learn more about adding Time Off transactions go to Entering a Time Off Transaction (page 4). Figure 45 - LWOP Time Off Entry using the Worksheet Detail Method WSIPC Guide to Time Off (November 2017) 67

73 Processing Leave Without Pay Verifying the Payroll Worksheet Detail Entries You can go to Payroll Worksheets to make sure the LWOP transaction was created. To verify the Payroll Worksheet detail entries: 1. Go to Human Resources\CP\PW. 2. Click the LWOP worksheet on the left side of the screen. 3. Click Entry in the lower right area of the screen to see the LWOP transaction detail. Note If the contract pay record has more than one payroll account, the Account Number displays Multiple Accounts. A detail line gets created for each account code when you Import the LWOP Payroll Worksheet into your Payroll. You can see the link between the Assoc Dock Pay (LWOP3) on the Contract and the Transaction Pay Code (LWOP3) in the entry (Figure 46). Figure 46 - Payroll Worksheet entry created by the Detail Worksheet method WSIPC Guide to Time Off (November 2017) 68

74 Processing Leave Without Pay Processing the Detail Worksheet Transactions through Payroll Once you verify the worksheet entries, you can process the detail transactions through Payroll. To process the detail worksheet transactions through Payroll: 1. If you use have Worksheet Ltd. Access configured for verification (SA\FM\ FM Payroll) mark the LWOP worksheet as complete and verified (HR\PA\CP\PW\PW). 2. Go to your Payroll Selection and bring in the LWOP detail transactions using the Import Worksheets option. You can also run a Payroll Worksheet History Report (HR\PA\RE WH) to keep a record of the LWOP Worksheet transactions after employees have been paid. Using the Import to Worksheet Method The Import to Worksheet method is similar to the Worksheet Detail method except you pull the LWOP entries into a Payroll Worksheet rather than having the system create an LWOP Payroll Worksheet entry when an unpaid Time Off transaction is added. In this method you must also set up an LWOP Pay Record and run the worksheet import by each Pay Code. Configuring a Time Off Code to Create an Unpaid Transaction You must set up the Time Off Code to Create an Unpaid Transaction. To configure a Time Off Code to create an Unpaid Transaction: 1. Go to Human Resources\Time Off\PS\CO\TO. 2. Highlight the Time Off Code. 3. Click Edit. 4. In the Allow Negative Balance box, select Create Unpaid. 5. Select the In Employee Access, allow employee to submit a negative time off request without an original time off request for the same day check box. 6. Click Save. WSIPC Guide to Time Off (November 2017) 69

75 Processing Leave Without Pay Setting Up an LWOP Pay Record You must set up an LWOP Pay Record to use the Import to Worksheet method. To set up an LWOP Pay Record: 1. Go to Human Resources\Employee Profile\TB\PR. 2. Select an employee. 3. Click Add. 4. Click Pay Code and select an LWOP code. 5. Click Frequency Code and select a frequency. 6. In the Amount box, enter the hourly pay amount from the contract pay record. 7. In the Account Distribution area click Add. 8. Enter the Account. 9. In the Benefits and Deductions area select only the mandatory Deductions and Benefits. (FICA, Medicare, FIT, Retirement, Unemployment, and Workers Compensation). 10. Click Save. Configuring the LWOP Worksheet You must add and configure a Payroll Worksheet for the LWOP Worksheet Detail. To configure the LWOP Worksheet in WESPaC: 1. Go to HR\PA\CP\PW\PW. 2. Click Add. 3. In the Worksheet Description box, enter an LWOP Import title. 4. Select the Accumulate hours for duplicate records when importing this worksheet into payroll check box. Do not select the Use Optional Pay Code check box. 5. Click OK. WSIPC Guide to Time Off (November 2017) 70

76 Processing Leave Without Pay Adding an LWOP Transaction Using the Import to Worksheet Method Now that you have set up the Payroll Worksheet, added an LWOP Pay Code, entered an LWOP (Dock) Pay Code on the Employee Contract, and added an LWOP Pay Record, you can add a Time Off transaction to import into a Payroll Worksheet. You can also add LWOP transactions in Time Off Limited Access or Employee Access Time Off. To add an LWOP transaction using the Import to a Worksheet method: 1. Go to Human Resources\Employee Profile\TB\TI\TR. 2. Select the employee. 3. Click Add. 4. Click Time Off and select a Time Off Code configured for LWOP. 5. In the Transaction Date box, enter the transaction date. The LWOP (Dock) Pay Time Off transaction must fall within the Work Dates of the Contract. 6. In the Trans.Type box, select Unpaid. 7. In the Amount box, enter a value. 8. Click Save. To learn more about adding Time Off transactions, see Entering a Time Off Transaction (page 4). To learn more about adding Time Off Limited Access transactions, see Entering a Time Off Limited Access Transaction (page 7). WSIPC Guide to Time Off (November 2017) 71

77 Processing Leave Without Pay Figure 47 - Once unpaid leave is entered, the Import and Worksheet information is auto-filled Adding an Unpaid Transaction in Employee Access You can add an unpaid transaction in Employee Access. To add an unpaid transaction in Employee Access: 1. Go to Employee Access\Time Off\My Requests. 2. Click Add. 3. In the Hours box, enter the amount of the unpaid leave as a positive number (Figure 48). 4. Click Save. A message states that an unpaid type time off request will be created. To learn more about the Employee Access Time Off Add screen options see the WSIPC Guide to Submitting and Approving Time Off in Employee Access. WSIPC Guide to Time Off (November 2017) 72

78 Processing Leave Without Pay Figure 48 - Unpaid Employee Access Time Off entry using the Import to Worksheet method After the Time Off Request is approved at all levels, you see an unpaid Time Off transaction in the employee's Profile Time Off Transaction Detail area (Figure 49). Figure 49 - Unpaid Approved Time Off Detail Transaction using the Import to Worksheet method Importing the Time Off Transactions into the Payroll LWOP Worksheet You must import the Time Off Transactions into the LWOP Worksheet. To import the Time Off Transactions into the Payroll LWOP Worksheet: 1. Go to HR\CP\PW. 2. Click the LWOP worksheet on the left side of the screen. 3. Click Entry in the lower right area of the screen to see the LWOP transaction detail. WSIPC Guide to Time Off (November 2017) 73

79 Processing Leave Without Pay 4. Click Import. 5. Click Unpaid Time Off Import (Create Dock Pay). 6. Configure the Selection Parameters. 7. Click Time Off Date Range and enter the low and high date range. 8. Click Hourly Pay Code and select the employee s LWOP Pay Code. 9. Click Daily Pay Code and select the employee s contract Pay Code. 10. Click Run. If some transactions have already been imported into the worksheet, a message states that no employees were found using the parameters. 11. Review the information on the Unpaid Time Off Exception and Verification Report. If you see an Active Pay Record not for pay code LWOP exception message, you must go to the Employee Profile add the LWOP Pay Record. 12. Click Yes to create the Worksheet records for the employees listed on the report. A message appears reminding you to review retirement hours on the worksheet. 13. Repeat steps 2 10 for each Hourly\Daily Pay Code combination until all records are imported. Click Yes to add records to the file. 14. Verify the other information (Pay Rate, Factor/Hours, Retirement Hours) on the unpaid Worksheet entries. WSIPC Guide to Time Off (November 2017) 74

80 Processing Leave Without Pay Figure 50 - Unpaid Import menu and imported transaction details including Work Date and Earning Period Now that you have imported the Time Off Transaction you can see the Import to Worksheet information on the Employee s Time Off Transaction record (Figure 51). You cannot reimport an unpaid transaction that has already been imported. Figure 51 - Time Off transaction after the Import. The Worksheet information is auto-filled. WSIPC Guide to Time Off (November 2017) 75

81 Processing Leave Without Pay Processing the Import to Worksheet Transactions through Payroll To process the detail transactions, first you verify that the worksheet entries are correct and mark the LWOP worksheet as complete (HR\PA\CP\PW\PW) if your system is configured this way. Then you can go to your Payroll Selection and bring in the LWOP detail transactions using the Import Worksheets option. You can also run a Payroll Worksheet History Report (HR\PA\RE WH) to keep a record of the LWOP Worksheet transactions. WSIPC Guide to Time Off (November 2017) 76

82 Running Time Off Utilities The Time Off module provides many utilities that help you manage Time Off data. For example, you can use the Roll Codes Mass Change Utility to mass change employee Roll Codes for a group of employees. To run Time Off Utilities: Go to Human Resources\Time Off Setup\UT. Allotment Codes Mass Change The Allotment Codes Mass Change Utility mass-changes the Auto Accrual Allotment Codes on the Setup sub-tab of the Time Off tab in Employee Profile. You can use this utility to change the Auto Accrual Allotment Codes on the Time Off Setup subtab for all of the employees who fall within the selected parameters rather than manually adjusting individual records for each employee. Calendar Codes Mass Change The Calendar Codes Mass Change Utility mass-changes the Calendar Code on the Info sub-tab of the Time Off tab in Employee Profile. The utility replaces the Time Off Calendar Codes assigned to employees who fall within the parameters. You can replace all Calendar Codes assigned to employees within the parameters or you can replace only specific Calendar Codes assigned to employees within the parameters. You can use this utility to assign calendars for the next year after the Time Off Year End Roll process is complete. Note You may need to change the Filter Options on the Calendar Codes screen to adjust the processing and fiscal year when selecting the Calendar Code to replace and/or the new Calendar Code. WSIPC Guide to Time Off (November 2017) 77

83 Running Reports Group Codes Mass Change The Group Codes Mass Change Utility mass-changes the Time Off Group on a Time Off Code. It mass-updates Time Off setup and historical information. You can use this utility to correct Time Off setup that was created using the incorrect group code. It is recommended that no other users should be accessing time off information when you run this utility. Note If you use Auto Accrual, when you use this utility you must also change the Allotment Codes to the same group to prevent inconsistencies in your Time Off data and to ensure that the Auto Accrual process functions properly. Mass Delete Time Off Requests The Mass Delete Time Off Requests Utility mass-deletes Employee Access Time Off requests for a specific time frame. The utility provides the option to either delete only requests flagged as Removed for a group of employees, or to delete all types of Time-Off requests (Removed, Approved, Waiting, and Denied) for a group of employees. Probation Utility to Calculate Time Off Eligibility The Probation Utility allows employees who have completed their probationary period to enter specified types of time off in Employee Access. For employees whose Probation Date is prior to the current system date, the utility causes the specified time off information to appear on the employee s check stub and in Employee Access. Once you run the Probation Utility you can schedule it as a Task in My Print Queue. Scheduling it as a task helps you save time. To run the Probation Utility to calculate time off eligibility: 1. Go to Human Resources\Time Off\TO Setup\CF\TS. 2. Select the Use Probation Utility to calculate Time Off eligibility check box. 3. Go to Human Resources\Employee\EP\EP. 4. Select the employee. 5. Click the Time Off tab. WSIPC Guide to Time Off (November 2017) 78

84 Running Reports 6. Click the Setup sub-tab. 7. Select the Time Off Code. 8. Click Edit. 9. In the Probation Date box, enter the probation date. In Figure 52, a probationary date of 02/04/2013 has been added to Cathy Sylvester s Time Off Code for Sick Leave. 10. Click Save. 11. Go to Human Resources\Time Off\TO Setup\UT\PU. 12. Click Run. The following message appears: Are you sure you want to run the Probation Utility to Calculate Time Off Eligibility? 13. Click OK. Figure 52 - Time Off Setup Information The utility generates the Probation Utility to Calculate Time Off Eligibility Report, which lists employees who have met their Probation Date for the specified Time Off Code. In Figure 53, Cathy Sylvester has met her Probation Date of 2/4/2013 which is prior to 02/05/2013 when the utility was run. Figure 53 - Probation Utility to Calculate Time Off Eligibility Report WSIPC Guide to Time Off (November 2017) 79

85 Running Reports To set up the utility as a scheduled task: 1. Click the Print Preview button. 2. Select the Probation Utility to Calculate Time Off Eligibility detail line. 3. Click Tasks. 4. Click Schedule This. 5. Configure the Scheduled Task Maintenance screen. 6. Click Save. Reset Time Off Request Approval The Reset Time Off Approval Utility fixes Time Off requests that are waiting for approval but are not listed on any approver s My Approval screen. If there are records listed on the Reset Time Off Request Approval screen, it means Time Off requests are awaiting approval, but the approval process has broken down, leaving these orphaned records. This condition may be caused by Org Chart changes. The utility deletes current approvals and sends the requests back to the first level of approval. Supervisors should approve or deny all other Time Off requests before this utility is run. Since the utility returns the requests to the first level of approval, supervisors should approve or deny existing Time Off requests after the utility is run as well. This utility can be run regularly, before a payroll, or on an as-needed basis when an approver cannot see a Time Off request. Roll Codes Mass Change The Roll Codes Mass Change Utility changes existing employee Roll Codes to the Roll Code specified on the Roll Codes Mass Change screen for a group of employees. For example, if teachers are set to roll unused Sick Leave and a policy or contract change requires that teachers must lose the unused Sick Leave, this utility can adjust the Roll Codes on the teachers Time Off setup records. WSIPC Guide to Time Off (November 2017) 80

86 Running Reports Time Off Hours/Days Audit The Time Off Hours/Days Audit Utility reestablishes the hours and days for Time Off records for a group of employees. This utility can be used to correct Time Off records with blank hours or days. You can also use this utility to correct records with discrepancies in hours and days fields on Time Off records. Time Off Setup Mass Add The Time Off Setup Mass Add Utility adds Time Off setup records to a group of employees. This utility can be helpful when initially setting up Time Off or when adding new employees and incorporating them into Time Off. If an employee does not have a time off setup record for the Group designated by the selected Time Off Code, the Group is added first, and then the Time Off Code is assigned to that Group for the employee. Time Off Setup Mass Delete The Time Off Setup Mass Delete Utility deletes Time Off setup records with a specific Time Off Code for a group of employees. This process does not delete an employee s Time Off Setup records if the employee has Time Off transactions associated with the specified Time Off Code. Time Off Transactions Mass Add The Time Off Transactions Mass Add Utility adds an Allocated or Used transaction to a group of employees. The utility also provides the option to prorate the transaction based on the hours per day on the employee's Time Off Setup record divided by the number of Full Time Hours per Day entered to determine the percentage for each employee. The Allocated or Used amount that is added to the employee s time off transaction is then calculated by multiplying the percentage calculated by the Amount entered on the Time Off Transactions Mass Add screen. The Time Off Transactions Mass Add Utility is unique in that it lets you edit transaction records during the Preview Data to Process step (Figure 54). Figure 54 - Time Off Transactions Mass Add Preview screen WSIPC Guide to Time Off (November 2017) 81

87 Running Reports For example, Susan Green s transaction was changed from eight to seven hours and a detailed Description of the change was entered on the Time Off Mass Add Maintenance screen (Figure 55). Figure 55 - Time Off Mass Add Maintenance screen After the Run the Update process is complete, the edited 02/19/13 transaction for Susan Green is added to the Profile Time Off Transactions Details sub-tab as illustrated below (Figure 56). Figure 56 - Transactions Details tab in Employee Profile WSIPC Guide to Time Off (November 2017) 82

88 Running Reports Time Off Transactions Mass Delete The Time Off Transactions Mass Delete Utility permanently deletes Time Off records within a specified date range for a selected group of employees. This utility can be used to remove Time Off Transactions created in error. Time Off Transfer The Time Off Transfer Utility transfers Time Off allocations from one employee to another. This Utility can be used when an employee donates unused Time Off to a sick bank or when an employee transfers unused Time Off to another employee. In Figure 57, Andy Action is donating 8 hours of Sick Leave to John Hanson. In this case, the utility creates a time off transaction with -8 hours allocated to Andy Action and +8 hours allocated to John Hansen. Table 7 describes several options on this screen. Figure 57 - Time Off Transfer screen WSIPC Guide to Time Off (November 2017) 83

89 Running Reports Option Retain Values on Add Date to record transaction Amount of hours Reason Code Description Retains the values on the screen after you click Add. This option is useful if you are transferring leave from multiple employees or processing transactions with similar information. Effective date of the transfer transaction. Number of units, hours or days, subtracted from the Time Off balance of the employee giving the Time Off and transferred to the employee receiving the Time Off. Reason for the transfer. The same Time Off Reason Code is used for both transactions. Description Description of the transfer transaction. This is populated when the Reason Code is selected. The utility posts the same description to the time off transactions of the employee donating the leave and the employee receiving the leave. Table 7 - Description of options on the Time Off Transfer screen Note Click Add after entering each transfer you want to process. Once you add all transfers, click Back to create the time off transactions in Employee Profile. Unit Type By Group Mass Change The Unit Type By Group Mass Change Utility converts the current Time Off Group, Setup, and Detail Transaction records from days to hours or from hours to days for a specific Time Off Group. Before running this conversion Utility, verify that the amount for each Hours Per Day Code is correct using the link provided on the Unit Type By Group Mass Change screen. After verifying the amount for each Hours Per Day Code is correct, you can select the type of conversion, the Time Off Group you want to convert, and the employees you want included in the conversion process. You must also click Select New Codes and choose a replacement for each of the Time Off Codes currently associated with the selected Time Off Group. Note This utility does not update Time Off Default Codes, you must manually update them. Also, the utility does not convert Time Off accrual records. WSIPC Guide to Time Off (November 2017) 84

90 Running Reports A variety of Time Off Reports are available to help you review Time Off setup, verify the status of employee Time Off requests, and validate Time Off taken as well as remaining balances. To run Time Off Reports: Go to Human Resources\Time Off\RE. Daily Breakdown Report The Daily Breakdown Report shows daily time off transactions totals in a list screen format. The report shows the number of time off transactions for a group of employees within a specified date range and is sorted by day. Several list views show the information on different breakdown levels. The view options show transaction totals by Day of the Week, Building Level, Employee Level, Employee Time Off Code, and Employee Time Off Code Day. The Day of the Week Totals view shows the number of time off transactions for each day of the week and the total hours and days for the transactions within the specified parameters (Figure 58). Figure 58 - Daily Breakdown Report by Day Of Week Totals WSIPC Guide to Time Off (November 2017) 85

91 Running Reports The Building Level Totals view shows the number of time off transactions per day for each building and the total hours and days for the transactions within the specified parameters (Figure 59). Figure 59 - Daily Breakdown Report by Building Level Totals WSIPC Guide to Time Off (November 2017) 86

92 Running Reports The Employee Level Totals view shows the number of time off transactions per day for each employee along with the associated building, total hours, and total days for the transactions within the specified parameters (Figure 60). Figure 60 - Daily Breakdown Report by Employee Level Totals WSIPC Guide to Time Off (November 2017) 87

93 Running Reports The Employee Time Off Code Totals view shows the number of time off transactions per day for each time off code along with the associated employee, building, total hours, and total days for the transactions within the specified parameters (Figure 61). Figure 61 - Daily Breakdown Report by Employee Time off Code Totals WSIPC Guide to Time Off (November 2017) 88

94 Running Reports The Employee Time Off Code Day Totals view displays the daily totals and the date of each transaction along with the corresponding Time Off Code, employee, and building (Figure 62). Figure 62 - Daily Breakdown Report by Employee Time Off Code Day Totals Detail Transaction Report The Detail Transaction Report presents Time Off Group information sorted by Allocated, Used, Unpaid, and Sale transaction types. This report typically proves to be a powerful tool because it provides numerous options such as the option to display unprocessed transactions only and the option to include only Employee/Time Off codes with a negative balance (if negative balances are allowed). The report offers three format options. Examples of the format options are shown below for employee Ginger Baker. The first option displays individual detail transactions for the selected employees (Figure 63), the second option displays summaries for the selected employees (Figure 64), and the final option shows only the group totals for the selected employees (Figure 65). WSIPC Guide to Time Off (November 2017) 89

95 Running Reports Figure 63 - Time Off Detail Transaction Report - Detail Figure 64 - Time Off Detail Transaction Report - Summary Figure 65 - Time Off Detail Transaction Report Group WSIPC Guide to Time Off (November 2017) 90

96 Running Reports Employee Absentee Report The Employee Absentee Report shows the number of days or hours an employee was absent over a period of ten work days from the beginning date entered or the beginning date of the specified calendar (if the date range is left wide open). This report uses a calendar to determine whether an employee was scheduled to work on a given day and for how long. You must select the appropriate processing year and a master calendar for your report. Several report options add flexibility. For example, you can use an employee management plan to determine the supervisor and/or calendar for the report, which enables the additional options of obtaining the supervisor and/or calendar from the employee s assignment. Figure 66 shows the hours that John Hansen was absent over the 10-day work period from 12/3/2012 through 12/14/2012. Figure 66 - Employee Absentee Report Tip If you determine the Absentee Report has limited value due to the 10 day parameter restriction, the Detail Transaction Report provides another way of obtaining absentee information. Employee Access Time Off Requests The Employee Access Time Off Requests Report shows the status of Time Off Requests within a specified date range. Supervisors, Time Off Approvers, and Human Resources personnel can use this report to see Time Off Requests that have been approved, have been denied, or are waiting for approval. The report provides three sort options: Employee/Status/Date Entered, Employee/Status/Date Approved, and Employee/Status/Date Requested. If you choose to sort by Employee/Status/Date Approved, you have the additional option of including Time Off Requests with a blank approval date which equates to requests awaiting approval or requests that have been denied. WSIPC Guide to Time Off (November 2017) 91

97 Running Reports There are two types of Employee Access Time Off Requests Reports: Employee and Supervisor. The Employee Report includes the Time Off Requests for all selected employees within the specified date range. The Supervisor Report includes only the Time Off Requests for a specific employee (supervisor) and all the employees below them on a designated Org Chart. The employee must be on the designated Org Chart. The selection parameters applicable to this report are Employee, Employee Building, Employee Check Location, Employee Type, Reason Code, and Time Off Code. The report in Figure 67 shows all requests awaiting approval. Figure 67 - Employee Access Time Off Requests Report WSIPC Guide to Time Off (November 2017) 92

98 Running Reports Employee Setup Report The Employee Setup Report shows comprehensive Time Off Setup information such as Time Off Codes and Roll Codes, as well as Accrual and Allotment properties. You can run this report at the beginning of the school year to verify Time Off Setup information. You can report either existing or missing time off setup. Figure 68 shows a portion of an existing Time Off Employee Setup Report. The missing time off setup for employee Andy Action is shown in Figure 69. Figure 68 - Time Employee Setup Report Existing Figure 69 - Time Off Employee Setup Report Missing WSIPC Guide to Time Off (November 2017) 93

99 Running Reports Employee Time Off Calendar Report The Employees Time Off Calendar Report shows the designated Profile Time Off Calendar for a group of employees. The option to report only those employees without a calendar is available. The applicable selection parameters for this report are Employee, Employee Building, Employee Check Location, and Employee Type. Figure 70 below shows an example of the Employee Time Off Calendar Report and Figure 71 shows the report for employees without a Profile Time Off Calendar. Figure 70 - Employee Time Off Calendar Report WSIPC Guide to Time Off (November 2017) 94

100 Running Reports Figure 71 - Employee Time Off Calendar Report - employees without a calendar Leave Sale Report The Leave Sale Report lists employees eligible for Leave Sale. Employees of Washington have the option of selling unused leave to their employer. WAC allows employees to make this decision in January of each year or at their retirement or termination. An employee's heirs may also make this decision if the employee dies. The annual option is called Buy Back, while the one-time retirement option is called Cash Out. Sick leave is currently cashed out or bought back at a ratio of 4:1, that is, four days of sick leave may be exchanged for one day of pay. The Leave Sale Report lists each employee within the parameters, along with used and unused leave, the minimum hours required for a sale, annual buyback hours and dollar amounts, and the cashout amount in hours and dollars. The report results can be shown as a spreadsheet (Figure 72) or as a printed report (Figure 73). You can report only those employees who are Buyback eligible.. The applicable selection parameters for this report are Employee, Employee Building, Employee Check Location, Employee Type, and Time Off Codes. Figure 72 - Leave Sale Date to Excel WSIPC Guide to Time Off (November 2017) 95

101 Running Reports Figure 73 - Leave Sale Report WSIPC Guide to Time Off (November 2017) 96

102 Running Reports Time Off Audit Report The Time Off Audit Report shows Time Off information as it appears on an employee s check stub. Human Resources staff members use this report to review the calculations for the Time Off totals appearing on a group of employees check stubs within a specified date range. Figure 74 shows one page of the Time Off Audit Report. Note Transactions with a date prior to low date of the Date Range are accumulated in the Beginning Balance and included in the totals, but are not listed separately as individual detail lines on the report. Figure 74 - Time Off Audit Report WSIPC Guide to Time Off (November 2017) 97

103 Running Reports Unapproved Time Off Requests Report The Unapproved Time Off Requests Report (Figure 75) shows all Employee Access Time Off Requests awaiting approval for a selected group of employees. The report shows the request information and the next-in-line Time Off Approver according to the Time Off Org Chart. The selection parameters for this report are Employee and Employee Building. The Unapproved Time Off Requests Report can be used to prompt supervisors to approve or deny outstanding requests before a payroll is processed. It is helpful to run this report before an Approver is replaced in the Org Chart since all Time Off Requests awaiting approval should be approved or denied before replacing the Approver. Figure 75 - Unapproved Time Off Requests Report WSIPC Guide to Time Off (November 2017) 98

104 Setting Up Time Off Setting up Time Off includes configuring the codes and other configuration items necessary for the Time Off module to work effectively. Configuring Time Off Codes Several Time Off Codes must be set up before you can use Time Off. For example, you must set up Hours Per Day Codes to define how many hours an employee typically works each day. To configure Time Off Codes: Go to Human Resources\Time Off\Setup\CO. Group Codes Group Codes designate Time Off categories. These allow you to organize your Time Off Codes in groups according to the type of time off transaction. In Washington State, Group Codes 1 through 3 are uniform and are the same as those shown in Figure 76. Figure 76 - Group Codes 1 through 3 are uniform for Washington State You do not have to use all of the Group Codes. Groups 1, 2, and 3 can be printed on the employee s check stub to show how much Time Off has been used and how much is still available. You also have the option to track Long Term Disability Leave and Family Medical Leave for each Group Code. WSIPC Guide to Time Off (November 2017) 99

105 Setting Up Time Off Hours Per Day Codes Hours Per Day Codes define how many hours an employee typically works each day. You must add unique Hours Per Day Codes that represent the length of each possible work day for your employees (Figure 77). Figure 77 - Hours Per Day Codes should depict the possible number of hours for a work day Reason Codes Reason Codes, which are optional, explain the reason for an employee s absence. You can specify when Reason Codes appear using the options on the Reason Code Maintenance screen (Figure 78). Table 8 describes these options. Figure 78 - Reason Code Maintenance screen WSIPC Guide to Time Off (November 2017) 100

106 Setting Up Time Off Reason Code Option Short Description Long Description Exclude this reason code from Employee Access Time Off. This reason code is used for business activities and will show up on Employee Access Expense Reimbursement. No Limitations: Use with all time off codes and all transaction types. Description User-defined code, up to 5 characters. Short description of the Reason Code, limited to 30 characters. Long description of the Reason Code. Makes the Reason Code unavailable in Employee Access. Excluding Reason Codes from Time Off in Employee Access is optional. Allows use of the Reason Codes with Employee Access Expense Reimbursements. The detail for Expense Reimbursement shows Time Off records that fall between the Expense From and Expense To date range and use a reason code flagged for use with Expense Reimbursements. This option links Time Off records with Expense Reimbursement. Allows Reason Codes to be used with all Time Off Codes and all transaction types. Reason Codes can be used with any Time Off Code. When you select the No Limitations option, the Limit reason code option is not available. Limit reason code/time off code combination to selected employee type(s). Makes Time Off Codes available to Add for setting Reason Code/Time Off Code combination limitations. You can also use Employee Type criteria to limit Reason and Time Off code combinations. Table 8 - Description of options on the Reason Code Maintenance screen Roll Codes Roll Codes are used during the Time Off year-end processing to control remaining Time Off balances. Various options determine how Time Off balances are handled at the end of the year as illustrated in the Roll Codes screen below (Figure 79). Table 9 describes the columns on the Roll Code screen. WSIPC Guide to Time Off (November 2017) 101

107 Setting Up Time Off Figure 79 - Roll Codes screen Option Roll Code Description Description User-defined code. This code can be up to five characters long. General description of the Roll Code. This code can be up to 30 characters long Determines how the Time Off balance is handled during the Year End or Anniversary Roll: Disposition Supplement Lose The balance is lost (automatically reset to zero). Move It The balance is moved to a specified Time Off Code. Roll The balance is rolled forward. Extra time added during the year-end roll process. If a district uses both hours and days for the same type of time off and there is a supplement given at the end of the year, separate roll codes should be used. Affects only the Time Off Year-End Processing for the various Disposition options as follows: Maximum Units Lose The balance above the Maximum is lost. Move It The balance above the maximum is moved to a different code. Roll There is no effect. Determines the units for the maximum amount (days or hours). If the code on the Time Off record is set to a unit type different from the maximum s unit type, the maximum is converted using the hours per day employee s Time Off master record. Move To Time Off Code to which the balance above the amount in the Maximum box is moved. Table 9 - Description of options on the Roll Code Maintenance screen WSIPC Guide to Time Off (November 2017) 102

108 Setting Up Time Off Time Off Codes Time Off Codes specify different types of Time Off that employees use. Time Off Codes are selected by staff when entering Time Off Detail Transactions or by employees when submitting Time Off Requests through Employee Access. Several options determine the behavior of Time Off Codes and calculations in Employee Access. These options appear on the Time Off Code Maintenance screen (Figure 80) and are described in Table 10. Figure 80 - Time Off Code Maintenance screen Option Time Off Code Description Unit Type Group Code Description User-defined code, up to five characters. General description of the code, limited to 30 characters. Determines the unit of Time Off (Days or Hours). Determines the associated Time Off Group. WSIPC Guide to Time Off (November 2017) 103

109 Setting Up Time Off Option Description Determines how the system handles negative balances: Yes Entries that create a negative balance can be added. If this option is selected, there are options to Create Unpaid Time Off Transactions when an Employee Access Time Off request exceeds an employee s available balance for the Time Off Code. (To learn more about Time Off System Setup Options, see Configuring Time Off System Setup Options on page 112). No Entries that create a negative balance are not allowed. Allow Negative Balance Warning A warning appears if the entry will create a negative balance, but the entry is allowed. If this option is selected, there are options to Create Unpaid Time Off Transactions when an Employee Access Time Off request exceeds an employee s available balance for the Time Off Code. You can still enter a future year Time Off request if Allow Negative Balance is set to No. If a calendar for a future year has been created, you can enter a Time Off request for the future year. However, you can t enter a Time Off request for a future non-work day. WSIPC Guide to Time Off (November 2017) 104

110 Setting Up Time Off Option Description Determines the year that Time Off records appear under in Employee Access. The relationship between the selected option and the Time Off Request Date determines the column or group (Waiting, Future) that the Time Off Request appears under in Employee Access. EA Time Off Display Option If you choose Entered Date, Employee Access Time Off Requests entered with a date in the next year display as Future. For example, if the computer s date is before 0901 and the Entered Date is 0901, requests with a date after 0901 are considered Future. If you choose No Date, Employee Access Time Off Requests entered with a date in the next year display as Current. Entered Date (MMDD) In Employee Access, allow employee to submit a negative time off request without an original time off request for the same day Exclude this time off code from the Employee Access Time Off Current Year Starting Month and Day. This box is available only if Entered Date is selected in the EA Time Off Display Option box. Click the question mark icon for more information and an example. Allows employees to submit negative Time Off requests in Employee Access without an original Time Off request for the same day. Prevents employees who enter Time Off requests in Employee Access from seeing this Time Off code. This option can be selected only if all pending Time Off requests using this Time Off code have been approved or denied. An employee s ability to see a Time Off Code in Employee Access can also be controlled using the Active and Display on checks in Employee Access options on the Setup sub-tab of the Time Off tab in Employee Profile (Human Resources\Employee\TB\ TI\SE). WSIPC Guide to Time Off (November 2017) 105

111 Setting Up Time Off Option In Employee Access, calculate available time off as of the date of the request. Minimum Balance Description Available only if Allow Negative Balance is set to No and the Time Off code is not used in a cascading group. If the check box is selected, the Time Off allocation is available on the effective date of the Time Off allocation. If it is not selected, the Time Off allocation is available as soon as the allocation transaction is entered. Click the question mark icon for more information and an example. Minimum amount of Time Off needed for Time Off Sale transactions. Sale Ratio Ratio of pay an employee receives in the Time Off Sale transaction. In Washington, the Sale Ratio = 4 for Sick Leave Sales. Table 10 - Description of options on the Time Off Code Maintenance screen Setting Up Time Off Configuration Time Off Configuration provides many options that allow you to customize the Time Off module to meet the needs of your district. To set up Time Off Configuration: Go to Human Resources\Time Off\Setup\CF. Configuring Time Off Code Increment Setup The Time Off Code Increment Setup is optional and is only used in conjunction with True Time to automatically create a Time Off Record from a Temporarily Out of Office (TOOF) record. You must also set up the Time Off option in the True Time Timekeeping Rule Set. To learn how, see the WSIPC Guide to True Time: Implementation, Configuration and Maintenance. You can establish increments for Time Off Codes which are applied to Time Off Record that is automatically created when an employee clocks back in after a TOOF record was generated. For example, if an employee in the True Time Custodian Rule clocks in while TOOF, they can enter a Sick Time Off Record in 15-minute increments. In Figure 81, the Sick Time Off Code has 15-minute increments. WSIPC Guide to Time Off (November 2017) 106

112 Setting Up Time Off Figure 81 - Time Off Increment Setup screen Configuring Time Off Defaults Setup Time Off Defaults Setup allows you to define Time Off Code default values for a group of employees based on Employee Type or Assignment Codes. This is one example that may save you time when adding new employees. The system uses the employee type to determine the appropriate time off to default for the new employee. Time Off Default Code values can be automatically applied to the Employee Profile using the following methods: Adding a new Employee Profile, based on Employee Type. Importing an Assignment from Employee Management into Payroll (or the Employee Profile) based on the Employee Management Assignment Code. To configure Time Off Defaults Setup: 1. Go to Human Resources\Time Off\Setup\CF\TD. 2. Click Add. 3. Configure the TO Default Maintenance screen. The Time Off Default Code and Description should encompass the employees that have the same type of time off, the same hours per day, and the same allotments. Appropriate units, hours or days, must be selected for each Time Off Group that you want to be available for the Time Off Default Code. 4. Click Save. WSIPC Guide to Time Off (November 2017) 107

113 Setting Up Time Off 5. Repeat steps 2 through 4 until you ve added all the Time Off Default Codes. 6. Click the arrow on the Time Off Default Code Record. 7. Click Add Time Off code. 8. Configure the Default Employee Time Off Setup screen. Several options on this screen are described below: Currently on long-term disability leave FMLA Hours Per Day Roll Disposition Reason Code at Roll Use Auto Accrual Time Off Code is used to track Long-term Disability Leave. Time Off Code is used to track FMLA. Number of hours per work day. Determines how the Time Off balance is handled at the end of the year. Reason Code assigned during the Roll process. Enables Auto Accrual. The corresponding Auto Accrual Plan is added for the time when leave is allocated (monthly or annually). 9. Click Save. 10. Click Select Employee Types. 11. Select the check box next to the Employee Types you want to include. 12. Click Save. 13. Click Select Assignments if you use the Payroll Import Options Based on Assignment Code Setup to Create Time Off setup information during the Assignment Export/Payroll Import process in Employee Management (Human Resources\Employee Administration\EM\AE) and Payroll (Human Resources\Payroll\AE). Note The selected Assignment Codes determine which Time Off Defaults to assign to the employee when importing assignments from Employee Management into Payroll. Each Assignment Code can be assigned to only one Time Off Default Code. This only occurs if Time Off Defaults are not present on the employee profile and only for the assignments being imported. WSIPC Guide to Time Off (November 2017) 108

114 Setting Up Time Off Figure 82 shows a Time Off Default Code representing full-time teachers. Figure 82 - TO Default Code Maintenance screen To edit or delete a Time Off Code from a TO Default Code, click E (Edit) or D (Delete) to the left of the assigned Time Off Code. Figure 83 shows an example of the Teachers FT Time Off Default Setup. Figure 83 - Example Time Off Defaults Setup screen WSIPC Guide to Time Off (November 2017) 109

115 Setting Up Time Off Configuring Time Off Limited Access Setup Time Off Limited Access provides a streamlined method for entering Time Off data for employees. You can establish security to allow specific users to enter allocated and/or used type time off transactions for groups of employees based on Building Location or Employee Type. Limited Access involves setup, security, and Time Off entry. Entering time off through the Limited Access process is the same as entering time off through the Employee Profile, but the list shows only employees assigned to a specific user. To learn how to use Limited Access, see Using Time Off Limited Access (page 5). To configure Time Off Limited Access Setup: 1. Go to Human Resources\Time Off\Setup\CF\LA. 2. Click the arrow on the employee s record. 3. Click Select Buildings. 4. Select the Buildings for which this employee is allowed to enter Time Off information. Note If you click Unselect All Buildings and then click Save, the Building selections are actually saved as Full Access with no restrictions (all buildings selected). In this case, no selected buildings translates to no restrictions on the buildings for which the employee can enter Time Off information. 5. Click Save. 6. Click Employee Types. 7. Select the Employee Types for which this employee is allowed to enter Time Off information. 8. Click Save. 9. Click Edit Limited Access Setup. 10. Set the Limited Access Type to one of the following: Only Used Type, Only Allocated Type, or Both. The Limited Access Type can only be changed when a Building or Employee Type restriction is in place. 11. Click Save. WSIPC Guide to Time Off (November 2017) 110

116 Setting Up Time Off In Figure 84, Susan Green has been given permissions to enter Used Time Off on all Employee Types at North Elementary school. Figure 84 - Limited Time Off Setup for Susan Green Tip You can add and apply a filter that shows Only Used Type access (Limited Access Setup = only used to only used zzz) to view the employees that have access to enter Used Time Off transactions as illustrated below (Figure 85). Figure 85 - Use a filter to see employees with access to enter Used Time Off transactions WSIPC Guide to Time Off (November 2017) 111

117 Setting Up Time Off Configuring Time Off System Setup Options The Time Off System Setup Options (Figure 86) allow you to configure Time Off to track Family Medical Leave, use Unpaid Transactions to create dock pay, set up Default Time Off Groups, and use the Auto Accrual feature. To configure Time Off System Setup Options: 1. Go to Human Resources\Time Off\Setup\CF\TS. 2. Configure the Time Off System Setup Options screen. The Time Off Systems Options are shown in Figure 86 and described in Table Click Save. Figure 86 - Time Off System Setup Options screen WSIPC Guide to Time Off (November 2017) 112

118 Setting Up Time Off AREA Time Off System Options Options in This Area Use Auto Accrual Use unpaid transaction type Pay Records Worksheet Detail Import to Worksheet PURPOSE OF AREA Allows you to configure various Time Off System Options. Description of Options Enables automatic accrual processing. This option is typically selected. Enables use of Unpaid transactions and allows Dock pay records to be created from unpaid transactions. This option is typically selected. Creates a Dock pay record in the Pay tab of the Employee s Profile. During the Check Register process of the Current Payroll Run, there is an option to delete these Dock pay records to prevent decreased pay in additional payroll runs. Creates a Dock record in a selected Payroll Worksheet. The selected worksheet must be manually imported into Current Payroll Run. The Worksheet Detail option is recommended. Enables the Create Unpaid option under the Allow Negative Balance options on the Time Off Code. This option allows the system to generate Unpaid Transaction instead of adding a negative transaction to the employee s Time Off when Third Party Import (Sub Tracking and Time Off) is used. A Payroll Worksheet Import option is available, Unpaid Time Off Import (Create Dock Pay), which mass imports unpaid time off transactions into the current payroll run. WSIPC Guide to Time Off (November 2017) 113

119 Setting Up Time Off Options in This Area Description of Options Determines how multiple transactions are handled for an employee for a specific Time Off Code and Time Off Type with the same date. The options are: Allow Multiple Entries Per Day Yes Allows multiple entries per day for the same employee. No Restricts multiple entries per day for the same employee. Warning The system prompts the user to verify the accuracy of the transaction when another transaction exists for the same day. The Yes and Warning options provide the most flexibility. Use reason code/time off code maximum amounts Hourly Time Off Increment Track Family Medical Leave FMLA Start Month Use Probation Utility to calculate Time Off Eligibility Allows the use of maximum increment amounts in the reason code/time off code setup. Determines the increments in which Time Off can be requested (15 minute or 5 minute). Enables the feature for tracking Family Medical Leave by Time Off Code. Starting month of the FMLA year. It is used on the Time Off Transaction Maintenance screen to show how much FMLA time off has been allocated and used for the year starting with the specified month. Determines a New Hire s eligibility to receive Time Off after a determined probationary period. A Probation Date box is available on the Time Off Setup Information screen. The Time Off Code is available for use once the employee has completed the probationary period. WSIPC Guide to Time Off (November 2017) 114

120 Setting Up Time Off AREA Substitute Setup Options in This Area Show Substitute on Time Off Transactions Show Substitute on Time Off Requests Selection Parameters AREA Default Time Off Setup Options in This Area When adding a profile, give option to add Default Time Off setup based on Employee Type When importing from EM into payroll, give option to add Default Time Off setup based on Employee s Assignment PURPOSE OF AREA Allows you to configure Time Off to use the Substitute field. Description of Options Displays the Substitute box on the Time Off Transactions Edit screen. The Substitute box is automatically populated on Time Off records that are imported from a Third Party Substitute system. Displays the Substitute box on the Employee Access Time Off Requests screen. The Substitute is copied to the Time Off Transaction when the Time Off Request is approved. This option does not work with the Sub Requests Interface. Determines which employees see the Substitute box on the Time Off Transactions and Time Off Requests screen. PURPOSE OF AREA Allows you to configure Default Time Off information. Description of Options Loads Default Time Off Groups and Time Off Codes by Employee Type when new employees are added. You can create Time Off Defaults to automatically populate Time Off information when adding new employees. To learn about Time Off Default Setup, see Configuring Time Off Defaults Setup (page 107). Loads Default Time Off Groups and Time Off Codes by Assignment when an employee is included in the Employee Management Assignment Export\Payroll Import process. To learn about Time Off Default Setup, see Configuring Time Off Defaults Setup (page 107). Table 11 - Description of options on the Time Off System Setup Options screen WSIPC Guide to Time Off (November 2017) 115

121 Setting Up Employee Profile Time Off You must configure employees for time off in the Employee Profile Time Off tab using the Info, Groups, and Setup sub-tabs. Configuring the Info Sub-tab The Info sub-tab contains information on the employee s Time Off Calendar and participation in a Sick Bank. The Time Off Calendar is optional, but is necessary for validating dates when adding Time Off Requests in EA (for single days and a date range.) It does not have to be the same as the employee s contract calendar. The Time Off Calendar is used to clone Profile Time Off transaction detail records and is updated annually based on the fiscal year. Note Even when a Time Off calendar is designated in the Profile Time Off tab, a transaction for a single day can be entered in the Time Off tab for an invalid date. To configure the Info sub-tab: 1. Go to Human Resources\Employee Profile\TB\TI\IN. 2. Click Time Off Calendar. 3. Select the employee. 4. Click Calendar. 5. Click Filter Options and select the correct Processing Year from the list. Click Apply Filter. 6. Select a Calendar. The Calendar Year information auto fills the current Calendar Year Start and End Dates. 7. Click Save. WSIPC Guide to Time Off (November 2017) 116

122 Setting Up Employee Profile Time Off 8. Select Participates in Sick Bank if you want to designate the employee as a Sick Bank participant. The Sick Bank box is informational only (there is no functionality tied to this box). You can report on the Sick Bank box in Data Mining. 9. Select the Participates in Sick Bank check box. 10. Click Save. You can also run a mass process to update Time Off Calendars. To learn about running mass processes to update Time Off Calendars, see Calendar Codes Mass Change (page 77). Configuring the Groups Sub-tab Time Off is categorized in standard Groups: 1-Sick, 2-Vacation, 3-Other Paid Leave, 9-Not on Stub. Group 9 is a general category of leave that is tracked but not paid such as jury duty and FMLA. For districts that print their pay checks, Time Codes in Group 9 do not appear on the Pay Check Remittance Advice or Stub. To configure the Groups sub-tab: 1. Go to Human Resources\Employee Profile\TB\TI\GR. 2. Select the employee. 3. Select Group. 4. To make a Group available, select Group. 5. Select Hours or Days in the box to the right of the Group you want to activate. Your choice depends on whether time off transactions are recorded as Hours or Days. Hours is the selection most commonly used because most time off is recorded and set up in hourly units. Note To make a Group unavailable, select the blank entry in the box to the right of the Group. 6. Click Save. WSIPC Guide to Time Off (November 2017) 117

123 Setting Up Employee Profile Time Off Configuring the Setup Sub-tab Time Off Code setup includes Hours Per Day, Roll Code, Reason Code, and optional Auto Accrual settings. To configure the Setup sub-tab: 1. Go to Human Resources\Profile\TB\TI\SE. 2. Select the employee. 3. Click Add. 4. Configure the Time Off Setup screen (Figure 87). Table 12 describes the options on this screen. 5. Click Save. Figure 87 - Employee Profile Time Off Vacation Code set up for Auto Accrual with the Vac-0005 Allotment Code WSIPC Guide to Time Off (November 2017) 118

124 Setting Up Employee Profile Time Off AREA Time Off Setup Options in This Area Time Off Active Display on checks in Employee Access Probation Date Hours/Day Roll Code Reason Code AREA Use Auto Accrual Options in this Area Auto Accrual Start Date End Date Allotment Code PURPOSE OF AREA Miscellaneous and Year End Purge Process Settings Time Off Code. Description of Options Identifies if the Time Off Code is currently being used. Displays Time Off information in Employee Access Payroll Check History. Date used by the Time Off Probation Utility to make the Time Off Code available to the employee in Employee Access. Hours per day the employee works. The Hours/Day information is used as the default value when an employee enters a Time Off date range request in Employee Access. Used in the Time Off Allocation and Time Off year-end processing to control remaining Time Off balances. Sometimes referred to a Roll Disposition Code. Time Off transaction explanation. PURPOSE OF AREA Auto Accrual Settings Description of Options Option to award Time Off based on Allocation and Accrual Schedule setup. Date when Auto Accrual for this Time Off Code begins for this employee. Date when Auto Accrual for this Time Off Code ends for this employee. Allotment Code that defines the number of hours (units) to award (allocate) the employee when the Time Off Accrual process is run. WSIPC Guide to Time Off (November 2017) 119

125 Setting Up Employee Profile Time Off Options in This Area Override Auto Units Override Maximum Units Years of Service Years to Add at Anniversary Next Anniversary Date Auto Allocate Reason Description of Options Overrides the maximum number of units specified on an Allotment Code. Overrides maximum number of units an employee can keep specified on an Allotment Code. Number of years the employee has worked. Number of years the system adds when the Accrual is run (if the Anniversary option is selected on the Allotment Code). Used if the Anniversary option is selected on the Allotment Code, if the Anniversary Date is used as an Accrual option (in the Anniversary Roll Processing & Accrual or Build Time Off Accrual Transaction), and if the Anniversary date is within the Accrual parameters. When the Accrual process runs, the system advances the Next Anniversary Date one year. The Time Off Anniversary Date can be different than the employee s Work Start (anniversary) Date. For example, you could include experience at another agency in your calculation of the Anniversary Date. Used when allocating time off to the employee. Common reasons used are Monthly Load or Front Load. Table 12 - Description of options on the Time Off Setup screen. Some options are visible based on other field selections you make WSIPC Guide to Time Off (November 2017) 120

126 Setting Up Employee Profile Time Off There are several Mass Change Utilities available to change Employee Time Off Code setup: The Roll Codes Mass Change Utility can be used when an employee changes positions and their Time Off Code roll disposition changes. See Roll Codes Mass Change (page 80) to learn about this utility. The Time Off Setup Mass Add Utility can be used to Add Time Off Codes and configure them for Auto Accrual. This includes configuring all of the Auto Accrual settings in the Employee Profile Time Off Code Setup area. See Time Off Setup Mass Add (page 81) to learn about this utility. The Allotment Codes Mass Change Utility can be used to make changes to employee Time Off Code Auto Accrual setup. The utility replaces Allotment Codes on Employee Profile Time Off Setup Codes. See Allotment Codes Mass Change (page 77) to learn about this utility. Transactions Details Sub-tab The Time Off Transactions Details sub-tab contains detail lines for each Time Off transaction. You can use the screen sort options and the Filter Options to display summary or detail information by date (Figure 88). You can add, edit, delete or clone transactions from this screen. You also have the option of attaching and viewing a file to a transaction. To learn about adding a Time Off Transaction see Adding a Time Off Transaction in Employee Profile (page 4). Figure 88 - Time Off Transactions Details sorted by Date WSIPC Guide to Time Off (November 2017) 121

127 Setting Up Employee Profile Time Off Unapproved Requests Sub-tab The Unapproved Requests sub-tab allows you to see if an employee has any outstanding unapproved Time Off Requests. The Approval History area provides a record of when the request was created and a status in the approval process. Based on the hierarchy in the Time Off Org Chart, Approval History shows as Waiting for the next approver (Figure 89). Figure 89 - Unapproved sub-tab. John Hansen s request is waiting for approval. WSIPC Guide to Time Off (November 2017) 122

128 Setting Up Time Off in Employee Access District employees can use Time Off in Employee Access to submit and approve time off requests. After time off requests are submitted, approvers deny or approve the requests. Before you can use Time Off in Employee Access, you must perform the following processes: Creating a Time Off Organizational Chart Allowing Employees to Use Employee Access Configuring Time Off in Employee Access This section describes each process. Creating a Time Off Organizational Chart Time Off in Employee Access requires an Organizational Chart (Org Chart). This Org Chart establishes the approval structure, which can have multiple levels of approvers. For example, the supervisor approves time for employees, managers approve time for supervisors, directors approve time for managers, etc. Employees with multiple jobs can have more than one time off approver and can appear more than once on the Org Chart. To learn how to create an Org Chart, see the WSIPC Guide to Organizational Charts. Allowing Employees to Use Employee Access All employees in the Time Off Org Chart need access to Employee Access before they can enter or approve time off requests. To allow employees to use Employee Access: 1. Go to Product Setup\Skyward Contact Access\US\EM. 2. Select an employee and click Edit. WSIPC Guide to Time Off (November 2017) 123

129 Setting Up Time Off in Employee Access 3. In User Access Settings, click Allow Employee Access. 4. Click Save. Tip The procedure above shows how to individually allow employees to use Employee Access. You could also click the Mass Assign Permissions button in Product Setup\Skyward Contact Access\US\EM and create selection parameters for multiple employees. Configuring Time Off in Employee Access This section discusses the various configuration options for Time Off in Employee Access. You must configure information through two areas: Configuring Time Off Setup Configuring Time Off Date Range Entry Setup This section describes both configuration areas. Configuring Time Off Setup Time Off Setup determines how employee time off appears in Employee Access and what options are available to the employee when requesting leave. Configuring Time Off Setup involves the following processes: Accessing the Time Off Setup Area Choosing Display Options Configuring Request Options Configuring Approval Options Configuring Approval Rules Configuring Substitute Options Configuring Cascading Groups This section explains each process. WSIPC Guide to Time Off (November 2017) 124

130 Setting Up Time Off in Employee Access Accessing the Time Off Setup Area In the Time Off Setup area, you use individual tabs to configure Time Off. To access the Time Off Setup area: Go to Product Setup\Employee Access\EM\CF\TO. Choosing Display Options You can determine whether employees see the Time Off tab in Employee access, Group 9 time off transactions, or the Time Off anniversary date. To choose display options: 1. Click Display Options in the menu on the left. 2. Click Edit. 3. Configure the Display Options screen (Figure 90). 4. Click Save. Figure 90 - Display Options screen Configuring Request Options Request Options determine whether employees can add time off requests and which Org Chart is used for the approval process. You also specify what type of time off can be requested and define requirements or restrictions for the entry or removal of a request. To streamline the leave request process, you can also define start times for each Employee Type. To configure Request Options: 1. Click Request Options in the menu on the left. 2. Click Edit. WSIPC Guide to Time Off (November 2017) 125

131 Setting Up Time Off in Employee Access 3. Configure the Request Options screen (Figure 91). Table 13 describes the options on this screen. 4. Click Save. Figure 91 - Request Options screen Option Description Displays the My Status link that shows leave balances and displays current and historical time off requests. Displays the My Requests link and enables the Add, Edit, Delete, Clone and Attach buttons. Allow employees to add Time Off Requests Employees who are also supervisors see the My Approvals link with the Submit Approvals and Denials plus several other buttons. Employees who are also supervisors see the My Employees link and the Time Off Status and several other buttons. If this check box is not selected, the employee can view time off transactions and balances using the My Status link but cannot add requests. WSIPC Guide to Time Off (November 2017) 126

132 Setting Up Time Off in Employee Access Option Selected Organization Chart Allow Time Off requests in group 9. Allow Time Off submitter to delete a transaction on or prior to the date of the request, even after it has been approved. Require a Description on the Time Off Request? Enable Restricted Time Off Days option Restrict Time Off Setup Default Start Time for Time Off Requests Default Start Time by Employee Type Description Specifies the Org Chart used for time off requests. The Organization Chart defines the notification and approval hierarchy for time off. To learn about Org Chart, see the WSIPC Guide to Organizational Charts. Allows employees to submit time off requests for Time Off Codes in group 9. Allows employees to delete time off requests on or before the date of the request. Approvers do not receive any notification when an employee deletes an approved request. If you don t select this check box, employees must enter a negative time off request to remove previously approved time off. A negative time off request requires approval by the employee s supervisor. Requires a time off description when submitting a time off request. Limits the dates for which an employee can enter a time off request. Selection parameters may be set up to specify which employees are affected by the Time Off Restrictions. If the employee tries to enter a time off request for a restricted day, the time off request is rejected and a customizable denial message appears. To set up these dates, click the Restrict Time Off Setup button that appears when you click Edit. For example, your district may not allow Human Resources staff to enter vacation requests during the month of September. Employee Access uses this Start Time if the Employee Type is not entered in the area at the bottom of the screen. Allows different default Start Times by Employee Types for time off requests. Table 13 - Description of options on the Request Options screen WSIPC Guide to Time Off (November 2017) 127

133 Setting Up Time Off in Employee Access Configuring Approval Options In this area, you configure how approval levels are used and you configure s that are automatically sent during the request and approval process. To configure approval options: 1. Click Approval Options in the menu on the left. 2. Click Edit. 3. Configure the Approval Options screen (Figure 92). Table 14 describes the options on this screen. 4. Click Save. Figure 92 - Approval Options screen Option Only require one level of approval for requests. Allow higher level managers to approve requests for people they supervise. Display employee access link on request/approval s. Description Requires only one level of approval for time off requests. This can streamline the approval process, but more than likely you would have multiple levels of approvers. Allows a higher-level manger to approve requests for people the manager supervises. This is helpful when, for example, a Time Off Approver is out of the office. Shows an Employee Access link in the body of request and approval s. The link is a URL that contains a hyperlink to the Employee Access sign in screen. WSIPC Guide to Time Off (November 2017) 128

134 Setting Up Time Off in Employee Access Option Employee Access URL Allow employees to select additional people to whom notification s will be sent when a request is submitted and approved/denied. Send CC of Approval to employee s direct supervisor. Approval Message Denial Message Description Specifies the URL to include in time off request s. The URL is the district s Skyward School Management System address. Allows employees to include additional people in the notification during the Time Off approval process. When the final approver approves the request, a copy of the approval that is sent to the employee is also sent to the employee s direct supervisor. Text of the sent to the employee when time off requests are approved. Text of the sent to the employee when time off requests are denied. Table 14 - Description of options on the Approval Options screen Configuring Approval Rules With Approval Rules, you can require special approvals to take place once a request has fulfilled the approvals required by the Org Chart. You can designate approvers who may or may not be in the Org Chart to approve the request. This can help when, for example, Family Medical Leave Act or bereavement eligibility must be verified before the request can be approved. To configure Approval Rules: 1. Click Approval Rules in the menu on the left. 2. Click Edit. 3. In the Time Off Approval Rules by area at the top of the screen, select Time Off Code or Reason Code. 4. Click Add. WSIPC Guide to Time Off (November 2017) 129

135 Setting Up Time Off in Employee Access 5. Enter a code in the Time Off Code or Reason Code box. 6. Click Save. 7. Click the arrow to the left of Code and click Add Approver. 8. In the Approval Level box, select a number for the level. Note The lowest level approver is number 1. Figure 93 shows two approver levels. 9. In the Approver box, select an employee. 10. Click Save. Figure 93 shows the 1FMLA Time Off Code Approval Rule with two levels of approvers. After the request has been processed using the Org Chart approval structure, one of the Level 1 approvers must approve the request, followed by the Level 2 approver. Figure 93 - Approval Rules screen WSIPC Guide to Time Off (November 2017) 130

136 Setting Up Time Off in Employee Access Configuring Substitute Options Substitute Options can be helpful if some employees who use Employee Access to enter time off requests also need to request a substitute. Note If your district uses a third-party substitute request system to enter time off, you don t need to configure these options. To configure Substitute Options: 1. Click Substitute Options in the menu on the left. 2. Click Edit. 3. Select the Enable Sub Needed Option check box. Note When the Enable Sub Needed Option check box is selected, a Sub Needed check box appears on the Time Off Request screen. This option should not be selected if the Show Substitute on Time Off Requests check box is selected in the Time Off System Setup Options, Substitute Setup. See Configuring Time Off System Setup Options (page 112) to learn more about Time Off System Setup Options. 4. Click Sub Request Setup. 5. Configure the Sub Request Setup screen (Figure 94). Table 15 describes several options on this screen. Figure 94 - Sub Request Setup screen WSIPC Guide to Time Off (November 2017) 131

137 Setting Up Time Off in Employee Access Option Description Third-party substitute request system your district uses. This can also be blank. Various options become available depending on which vendor you select. For example, if you select CRS Subfinder, the Employee ID options are available. Vendor If the Vendor box is blank and the employee enters a time off request in Employee Access and selects the Sub Needed check box, the My Time Off Requests list has a Y in the SN column. If the Vendor box is not blank and the employee enters a time off request in Employee Access and selects the Sub Needed check box, the Vendor web site is launched. Vendor URL Selections Parameters Log exchanged information Third-party substitute request system URL your district uses. Employee Selection Parameters can be set up to limit which employees have the Sub Needed check box on the Time Off Request screen. Provides information the system is logging about sub requests. Click View log to see this information. Table 15 - Description of several options on the Sub Request Setup screen Configuring Cascading Groups A Cascading Group defines the order in which time off balances are depleted. You might use this option if your district s policy dictates the order in which time off balances are used. For example, an employee requests 12 hours of leave. The first code in the Cascading Group is for personal leave, and the employee has 8 hours of personal leave left. The next code in the Cascading Group is for sick leave, so 4 hours are deducted from sick leave. The Remaining Time Off information has the sum of all balances for all codes in the Cascading Group. WSIPC Guide to Time Off (November 2017) 132

138 Setting Up Time Off in Employee Access To configure Cascading Groups: 1. Click Cascading Groups in the menu on the left. 2. Click Edit. Note If the Setup Cascading Groups by Reason Codes check box is selected, you must select a Primary Reason Code when configuring the Cascading Group Master Information during the process of adding a new group. You can also set up the Cascading Group to allow a negative balance on the final Time Off Code in the group (no other Time Off Codes in the group can allow negatives). 3. Click Setup Cascading Groups. 4. Click Add. 5. In the Cascading Group Code box, type a code. 6. In the Description box, type a description. 7. In the Unit Type box, select Hours or Days. 8. If the Primary Reason Code box appears, select a code. 9. If the Cascading Group allows negative balances, select the Allow this group to carry a negative balance on the final time off code check box. 10. Click Add and select a Time Off Code. 11. Click Save. 12. Click Save after you add at least one Time Off Code to the Cascading Group Detail Information area. Caution You cannot delete a Cascading Group once it has been used. WSIPC Guide to Time Off (November 2017) 133

139 Setting Up Time Off in Employee Access Figure 95 shows a Cascading Group for miscellaneous leave. This Cascading Group doesn t use a Primary Reason Code or allow negative balances, and has two Time Off Codes: H3 and HO. These Time Off Codes are assigned to a Misc Taken Reason Code. Figure 95 - Cascading Group Maintenance screen Figure 96 shows how this Cascading Group looks to an employee adding a time off request in Employee Access. Notice that the Cascading Group called Misc Leave created in Figure 95 is listed as the Time Off Code. Note Employees do not see transactions for a specific Time Off Code. They see only the transactions for the Cascading Group. Figure 96 - Cascading Group Misc Leave Time Off Code on the Add screen WSIPC Guide to Time Off (November 2017) 134

140 Setting Up Time Off in Employee Access Only employees set up with at least one of the Time Off Codes in the Cascading Group see the description of the Cascading Group as a Time Off Code when adding a time off request in Employee Access. If the Cascading Group were set up with Reason Codes, the employee can select from the defined list of Reason Codes when entering the time off request. Configuring Time Off Date Range Entry Setup Time Off allows you to select Time Off Request Entry Options and mass-assign Profile Calendars. Configuring Time Off Date Range setup involves the following processes: Choosing Time Off Request Entry Options Running the Mass Assign Profile Calendars Process This section explains both processes. Choosing Time Off Request Entry Options The first step for configuring Time Off Date Entry is to specify which areas will be used to determine hours per day for time off requests. To choose Time Off Request Entry options: 1. Go to Product Setup\Employee Access\EM\CF\TD. 2. Configure the Time Off Date Range Entry Setup screen (Figure 97). Table 16 describes the options on this screen. 3. Click Save. Figure 97 - Time Off Date Range Entry Setup screen WSIPC Guide to Time Off (November 2017) 135

141 Setting Up Time Off in Employee Access Option Use the hours from the employee s True Time Daily Schedule. Use the hours per day found on the Profile Time Off Calendar Use the hours per day found on the employee s Profile Time Off Setup record Description Uses hours from the employee s True Time Daily Schedule. This option only applies to True Time employees with daily schedules. Uses hours per day from the calendar listed in the Employee Profile Time Off Information. The calendar generally reflects the full-time hours. The Single Day and Date Range options appear on the Add screen when requesting time off only if a calendar exists. This option uses hours per day from Employee Profile Time Off Setup. The setup record generally reflects the hours per day an employee works. Table 16 - Description of options on the Time Off Date Range Entry Setup screen Running the Mass Assign Profile Calendars Process This process replaces the Time Off Calendar on the Employee Profile Time Off Information screen with a calendar from Employee Management assignments. You select an Employee Management Plan and Employee Selection Parameters for the process. This process is generally run to prepare for a new fiscal year. The process reads each Employee Profile based on your selection parameters and finds each current Employee Management assignment for employees. It then takes the calendar from the highest-paid current assignment and updates the Time Off Calendar. The system uses that calendar for Employee Access time off requests. When a calendar is assigned, employees can enter a date range for time off requests. Note Your current-year Employee Management Plans must be set up before you run the Mass Assign Profile Calendars Process. To run the Mass Assign Profile Calendars process: 1. Go to Product Setup\Employee Access\CF\TD. 2. Click Mass Assign Profile Calendars. 3. Click the arrow to the right of the Employee Management Plan box and select a Plan. 4. Click the Calendar Parameter Set Description link. WSIPC Guide to Time Off (November 2017) 136

142 Setting Up Time Off in Employee Access 5. Click Add. 6. Configure the Employee Selection Parameters screen. 7. Click Save and Select. 8. Click Run. Note The process doesn t provide a preview or verification report. To verify an employee s Time Off Calendar, go to Human Resources\Employee\EP\Time Off tab\info sub-tab. Click the Time Off Calendar link to see information about the calendar. The example in Figure 98 used Employee Selection Parameters for the Transportation Employee Type. When the process runs, the Time Off Calendar is updated for the Transportation employees based on the highest-paid assignment calendar in the selected Classified Employee Management Plan. Figure 98 - Mass Assign Profile Calendar screen WSIPC Guide to Time Off (November 2017) 137

143 Appendix A Troubleshooting This section provides information on some of the most commonly reported Time Off issues. How do you temporarily inactivate an employee s Time Off Code Auto Accrual and not lose their accrual setup? To temporarily inactivate an employee s Time Off Code Auto Accrual and not lose their accrual setup, do one of the following: Clear the Use auto accrual check box on the employee s Time Off Code Setup sub-tab. When you click Save the values in the Auto Accrual fields are deleted. If you select the Use auto accrual check box again the previously held values are restored. If you do not use Employee Access to submit Time Off Requests, leave the Employee Profile Time Off Code Setup Auto Accrual check box selected and enter an End Date that is after the previously run accrual. Then clear the Active check box and leave the Accrual check box selected. (The Active check box on the Time Off Code Setup code must be selected for the Time Off Code to appear in Employee Access.) In the Accrual process, select the option to exclude inactive employees (this refers to the Employee Profile Time Off Code Setup tab Active box, not the Active box on the Personnel tab). WSIPC Guide to Time Off (November 2017) 138

144 Appendix A Troubleshooting Employees do not have the correct number of hours allocated after the Year End Purge and Front Loading Leave Auto Accrual Process The number of hours may not be what is expected due to the settings on the Allotment Code or the employee s Time Off Code setup. First you run the Time Off Year End Purge process. The Allotment Code Max Roll Units controls the maximum balance allowed in the year end roll. Overages are deleted and shown as Lost, not used on the Purge Process Report. Then you run the Accrual. The Employee s Time Off Code Setup Auto Accrual Override Maximum Units controls the maximum balance allowed in the accrual process. Overages are deleted and displayed as Lost: Exceeds Auto Accrual auto max Employee Profile Time Off Detail Transaction. You can change the Allotment code Max Roll Units if you want to allow more units to roll to the new year. WSIPC Guide to Time Off (November 2017) 139

145 Appendix A Troubleshooting Why does the time off information on my pay check advice of deposit differ from what I see in Employee Access Time Off? The best place for you to view your leave is in Employee Access. The Employee Access, Time Off, My Status and My Requests area for the Time Off Code provides current Time Off balances. The Time Off information you see on your pay check stub depends on several factors: The Time Off date range entered in the Print Checks step. When Time Off is allocated at your agency. Allocations run before the payroll is included on a pay check. Allocations run after the payroll is not included on a pay check. Fully approved Time Off requests entered through Employee Access are included in the Pay Check Time Off Info. Is it possible to make a mid-year change to the leave types from Group 3 to Group 9? There is no impact to running the Group Codes Mass Change Utility to move time off codes from Group 3 to Group 9 other than that the codes no longer print on the Check Stub, assuming the district prints time off on the payroll checks. How do you control entry of future Time Off requests? The system doesn't have real tight controls on limiting future time off requests. The year of the calendar listed in an employee's Time Off Info tab does not seem to matter as long as the same calendar name exists for the year of the request. For example, on your Time Off Info tab the day classified calendar is listed. Since day classified calendar exists, so you are able to enter an EA request for a single day or date range. If you did not have or deleted the the calendar you will not be able to enter an EA request for a single day or date range in the year. WSIPC Guide to Time Off (November 2017) 140

146 Appendix A Troubleshooting Though it has been part of the recommended new year time off setup, in some ways, if you use the same calendar names year to year you would only need to update the Employee Profile Time Off Info Calendar reference if there was a calendar change for the employee. Reference is generally used on an employee's base Assignments\Contracts, and Time Off. When the Entered Date field is filled in on the TO code it just distinguishes the request as "future." Though an employee can enter a future request, an approver cannot approve only approve the future request if the TO allocation date is greater than an equal to the entered date. If you want to only allow time off as of the request date you can use the In EA, calculate available time off as of the date of the request. In the past you may have been asked to wait to enter TO request just so there would not be future requests for the next year in the system. This could have been partly to make sure the TO allocations (especially if you front load all the TO allocation at beginning of the year or allocate monthly at the beginning of a month) were in place to cover the requests. Cannot approve leave for these reasons: 1. The Time Off Code is set to No for the Allow Negative Balance option. 2. The reason it is showing as a negative balance is due to the EA Time Off Display Option being set to Entered Date. When using this option, the system wants to break up Time Off according to Current Year and Future Years. The Available Time Off for this person is in the Current Year. When requesting Time Off for the Future Year, the Balance is Zero and the requests cannot be approved because they will show as negative. This condition is particularly challenging because you can only have one Entered Date on the Time Off code. This configuration works better for most employees who are on a 9/1/xx - 8/31/xx contract schedule. It is more challenging for employees (like your example) who are on a 7/1/xx - 6/30/xx contract schedule and leave is allocated to them before 9/1. WSIPC Guide to Time Off (November 2017) 141

147 Appendix A Troubleshooting To resolve this, you have two options: Change the Allow Negative Balance option to Warning or Yes. This will retain their Current Year Balances and allow them to enter transactions for the future. They will carry a negative balance until the Time Off Year End Rollover. Then, whatever balances allocated and rolled would accumulate and then subtract the future requests showing their true balance. Change the EA Display Option to No Date (Default). This would allow future requests to be made, but will decrease their current year balance. This error is happening for a couple of reasons: a. The Time Off Code is set to No for the Allow Negative Balance option. b. The reason it is showing as a negative balance is due to the EA Time Off Display Option being set to Entered Date. When using this option, the system wants to break up Time Off according to Current Year and Future Years. The Available Time Off for this person is in the Current Year. When requesting Time Off for the Future Year, the Balance is Zero and the requests cannot be approved because they will show as negative. A couple of other ideas - You could allocate the leave with a 9/1/xx date for the administrators but it may cause other issues with not enough leave to cover requests for the gap between 7/1-9/1 or change the allow negative balance option to yes during the 7/1-9/1 time period (to allow future requests). Why Does the Employee s Time Off Date Range submission have the incorrect number of hours per day? The reason the hours and minutes are incorrect is because the employee is in a True Time Daily Schedule. In the True Time Time Off Date Range Entry Setup screen True Time Employees are configured to use the hours from the employee's TT Daily Schedule. If an employee s TT Daily Schedule is set up for 9:30 hours the time off transaction will have 9:30. To correct this you could modify employee's Work Week Schedule or not use hours from the employee's TT Daily Schedule. When you unselect this option the hours:minutes is taken from the employees Profile Time Off Codes Setup area. WSIPC Guide to Time Off (November 2017) 142

148 Appendix B Time Off Processing Flow Chart Required Data Configuration Codes Employee Profile Time Off Setup Employee Profile Transaction Details (Payroll) Calculation Process Accrual Processing Employee Access Limited Access Import Process Accrual Set Up Allotment Codes Optional Transaction Entry Methods Auto-Accrual Processing WSIPC Guide to Time Off (November 2017) 143

149 Appendix C Minimum Sick Leave Management Disclaimer I-1433 inspired. Updates will be made when more information becomes available. Information in this appendix is accurate as of 9/29/17. The Department of Labor and Industries is developing rules to explain and enforce the new requirements. These rules will include procedures for employers to use to notify their employees, as well as record keeping and reporting requirements regarding paid sick leave. Understanding the Purpose of This Section On November 8, 2016 Washington voters passed Initiative The initiative raised the minimum wage beginning January 1, It also requires all employers to provide paid sick leave to their employees starting January 1, Employees entitled to paid sick leave are those covered by the minimum wage act, this includes part-time, seasonal, and opt-in workers. Employees are entitled to use accrued paid sick leave beginning on the ninetieth (90 th ) day after employment commences. Employers are required to provide a minimum of one hour of paid sick leave for every 40 hours worked. Employers must provide regular notification to employees about the amount of paid sick leave available. Unused sick leave carries over to the following year, but an employer may limit carry-over to 40 hours. Although the law sets minimum standards, employers may be more generous. For employees rehired by the same employer within 12 months of separation, the previous period of employment is counted for purposes of determining eligibility to use leave, and any previously accrued leave up to 40 hours is reinstated. For purposes of accrual and usage, districts may choose a fiscal year or calendar year. To learn more about the requirements of Initiative 1433, see Learn about Initiative 1433 at the Washington State Department of Labor and Industries website ( Districts may also want to consult the following RCWs: RCW and RCW WSIPC Guide to Time Off (November 2017) 144

150 Appendix C Minimum Sick Leave Management Auto Accruing Sick Leave The process described in Allocating Time Off (page 16) discusses two different methods that a district can use to award or allocate sick time to employees; manually allocating time off or using auto accrual. A district s business practices will ultimately determine the best way to meet the I-1433 sick leave requirements for newly eligible employees. If a district determines that Using Auto Accrual (page 18) is the most effective method for accruing I-1433 sick time to employees, the district should follow the steps outlined in Allocating Time Off (page 16) while configuring distinct I-1433 parameters to easily identify this new type of sick leave. Some areas of consideration when implementing Auto Accrual for I-1433 leave include the following: Creating an I-1433 specific Group 1 Code as outlined in Setting Up Time Off (page 99) Configuring newly eligible employees with I-1433 leave as outlined in Setting Up Employee Profile Time Off (page 116) Configuring Time Off defaults for I-1433 eligible employees as described in Configuring Time Off Defaults Setup (page 107) Configuring Allotment Codes specific to the I-1433 accrual rate Developing an Allocation Schedule for monthly accrual with Accrual Dates specific to I-1433 This section shows example configurations for creating a new I-1433 sick leave Auto Accrual. WSIPC Guide to Time Off (November 2017) 145

151 Appendix C Minimum Sick Leave Management Configuring Allotment Codes A new Substitute-Sick Allotment Code Master Record associated with Group 1 and specific to I-1433 has been created, in the example below (Figure 99) the code is described as Sub Sick Leave. The new code is configured in the Detail Record to accrue at the required ratio of 2.5 Units for 100 Required Hours (0.025). Having a code specific to I-1433 will assist districts with tracking regulations pertaining to I-1433 awarded leave. This ratio can be adjusted as needed but it is recommended that a district not use a ratio smaller than 2.5/100 to achieve the required accrual minimum of 1 hour earned for every 40 hours worked. Alternative ratio choices may include 4 Units for 160 Hours or 5 Units for 200 Hours. Figure 99 - I-1433 Allotment Code set for ratio of Setting Up the Allocation Schedule and Build Time Off Accrual Transactions I-1433 sick time should be awarded monthly which would require twelve monthly Accrual Date Keys. It is recommended that district set up specific Accrual Date Keys for Substitutes or I-1433 awarded leave. Figure 100 shows the configuration of the Build Time Off Accrual Transition using the Allocation Schedule for Substitutes. The Build Time Off Accrual process automatically picks up hours worked each month based on your parameters. In this example the district is accruing sick time for the month of April with the Accrual Date Key of APRIL SUB ACCRUAL and Accrual Work Dates of 04/01/2018 through 04/30/2018. WSIPC Guide to Time Off (November 2017) 146

152 Appendix C Minimum Sick Leave Management Figure Build Time Off Accrual Transaction set to use hours worked in March for substitute or I-1433 employees Addressing Combo Employees Special consideration should be given to regular part time employees who also perform substitute work or extra work for a district. The law requires sick time be allocated for all hours worked using an accrual rate no smaller than For districts that already allocate sick leave for part time employees based on bargained agreements, care should be taken to ensure that employees are earning sick time on regular hours worked as well as any hours worked in addition to the employees regular assignments. For a district that does not already allocate sick time for some regular part time employees, care should be taken to ensure all hours worked are earning leave based on I-1433 requirements. WSIPC Guide to Time Off (November 2017) 147