Year-End Leave Reset. Thank you for joining us today! The webinar will begin shortly.
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1 Year-End Leave Reset Thank you for joining us today! The webinar will begin shortly.
2 Year-End Leave Reset Presented by: Christin Garey Application Support Specialist Pam Morgan Application Support Specialist
3 Follow along with the slide deck and notes.
4 Submitting Questions In the Send to: drop down, select Pam Type question in the text field Pam Click Send to submit question Questions will be answered at the end of the presentation
5 Leave Reset for the New Year This webinar will demonstrate: How to reset leave codes based on calendar year reset, when the pay period ends weekly How the reset affects your year-end reports for leave The same steps can be applied for a fiscal year reset of leave codes.
6 What are Leave Code Resets and Accruals? Leave Code Reset is the system giving the employee a fresh start for the New Year. Leave Code Accrual is the process the system adds to the available balance based on PR Employee Leave setup.
7 1st Pay Period of 2017 Begins: Monday 12/26/16 Ends: Sunday 01/01/17
8 Pay Period Control The first day of the pay period starts on 12/26/16 and ends on 01/01/17. Employee #818 Hakeem Lyons has scheduled vacation for 12/27/16-12/30/16. 12/26/16 is paid Holiday for all employees.
9 2016 Holiday 2016 PTO Mon 12/26 Tue 12/27 Thurs 12/29 Wed 12/28 Fri 12/30 If you track Holiday separately from PTO, you should reset the Holiday Leave code after the last payroll week ending 1/1/17.
10 Holiday Pay tracked separate from PTO If you track your Holiday pay with a different leave code: Run the reset for the Holiday code after you process the last payroll of the year week ending 1/1/17. Use Reset date 12/31/16 and Accrual date 1/1/17 if you do not want to have a reset date conflict (if January 1 is tracked as a holiday) when you process usage for week ending 1/8/17. Remember when running the reset and 2017 holiday accrual to select the Holiday leave code you don t want to reset all your leave codes with this date.
11 Should I process usage for 2016 PTO and 2017 usage? No You don t have to process usage in this multiple step process to capture usage in the appropriate year if you choose to process the last pay period of the year in 2017, your YTD will not reflect only If you print the Available Balance on the employee s checks the YTD will not be correct because you are including 2016 usage in 2017
12 #818 Hakeem Lyons - PR Employee Leave set up Fixed Accruals Overrides Hakeem receives per Year Fixed Accruals Overrides Must reflect the amount of Fixed Accrual Override Available Balance Limit = , Hakeem can only accrue per year, but is only allowed to carry from prior year he is allowed to have hours available
13 PR Employee Leave History Detail Report before processing Before you begin have a PR Employee Leave History Detail report to review after each step. This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Mon 12/29/14 thru 01/02/15. In the Report launcher: 1. Enter Employee Number 2. Enter Leave Code (no dates) 3. Preview report 4. Minimize report Check the report after each of the processes 5. Restore the minimized report 6. Click Refresh button The current Available Balance is , and the employee is only allowed to carryover of unused PTO. The employee will lose 136 hours of unused PTO
14 PR Employee Leave History Detail Report before processing This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Tues 12/27/16 thru 12/30/16.
15 PR Employee Leave History Detail Report before processing The current Available Balance is 24.00, and the employee is only allowed to carryover of unused PTO.
16 How to Reset Leave 1. Open a Leave Code Reset batch for 12/16 2. Check boxes: Reset Accrual amounts to 0.00 Reset Available Balances to Carryover Limit 3. Select Leave Code 4. Click Update 5. Click Validate & Post batch
17 How to Reset Leave 1. Open PR Leave Entry 2. Select Use an existing batch 3. Locate Batch # in grid 4. Click OK
18
19 PR Employee Leave History Detail Report after running Leave Code Reset
20 How to Process Accrual for Go to PR Auto Leave Accrual/Usage form 2. Open a 01/17 batch for the 2017 accrual
21 How to Process Accrual for Check the Update Fixed Accruals box 4. Enter Accrual Date of 1/1/17 Reminder cannot have activity on same date as Leave Code Reset 5. Post this batch from this form 6. Refresh your Leave History Detail report
22 Review the PR Employee leave history Detail Report 1. Refresh History Detail report You are now done with this reset and accrual Process The Current Available Balance shows on the employee s Paycheck
23 Posting usage in multi-year payroll 1. Process usage for only Run the Leave Code reset 3. Process 2017 accruals 4. Process usage for only 2017
24 Pay Period Control The first day of the pay period starts on 12/29/16 and ends on 01/04/17. Employee #817 Cookie Lyons has scheduled vacation for 12/29/16-01/03/17. 01/02/17 is paid holiday for all employees
25 2016 PTO Thurs 12/29 Fri 12/ Holiday Mon 1/ PTO Tues 1/3 Wed 1/4 If you track Holiday separately from PTO, you should reset the Holiday Leave code after the last payroll week ending 12/28/16.
26 PR Employee Leave History Detail Report before processing Before you begin have a PR Employee Leave History Detail report to review after each step. This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Mon 12/29/14 thru 01/02/15. In the Report launcher: 1. Enter Employee Number 2. Enter Leave Code (no dates) 3. Preview report 4. Minimize report Check the report after each of the processes 5. Restore the minimized report 6. Click Refresh button The current Available Balance is , and the employee is only allowed to carryover of unused PTO. The employee will lose 136 hours of unused PTO
27 Process Usage for Open a PR Auto Leave Accrual/Usage batch for 12/16 2. Check the box to Use Pay Period.. 3. Enter your PR Group 4. Enter Beginning PR End Date 5. Enter Ending PR Ending Date enter the date of the Pay Period End 6. Click Update When you get the message: Entry(s) added to your batch 7. Close the message 8. Close Auto Leave Accrual/Usage form
28 When working on December 2016 usage only 1. Highlight the entire lines with date 01/02-04/17 2. Click the Red X at the top of the form to delete from our batch
29 When working on December 2016 usage only 3. Click Yes
30 The only details in the batch is for PTO (Usage) taken on 12/29-12/ Post this batch
31
32 Run the Leave Code Reset for 12/31/16 1. Select both Reset boxes 2. Select the Leave Code 3. Click Update 4. You can post from this form: 1. Click File 2. Select Process 3. Click Validate 4. Click Post
33
34 How to Update Fixed Accruals 1. Create PR Auto Leave Accrual/Usage batch in 01/17 2. Click OK 3. Check Updated Fixed Accruals 4. Enter Accrual Date 5. Select Leave Code 6. Click Update Now we are ready for final step process 2017 usage
35
36 Process 2017 Usage 1. Go to PR Auto Leave Accrual/Usage 2. Open a 01/17 batch 3. Check box Use Pay Period earnings to update Leave usage and rate based accruals 4. Enter the Beginning & Ending Pay Period 5. Click Update You will receive a warning 6. Click Yes After the batch is created, close this form and go to PR Leave Entry
37 Remove Past Year Usage in Leave Entry Form: 1. Highlight the December usage 2. Click Red X to delete
38 1. Refresh the Leave History Detail report 2. Click Refresh button 3. Review the data
39 Things To Remember: Run PR Employee History Detail Report prior to starting Year-End Leave Reset and refresh after each step to ensure Employee s balance is accurate. The Leave Code Reset Date and Leave Accrual Date cannot be the same. The Leave Accrual Date must be one (1) day after your reset. You should review your Leave Reset and Accrual batches in PR Leave Entry prior to posting.
40 Questions??
41 Additional Questions??
42 Year-End Resources
43 Where to go from here
44 Where to go from here
45 Thank You for Attending
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