Leave Entitlements

Employee's Leave Classification and Accrual Code are entered on this window which then allows for the viewing of Leave Entitlements for a selected employee. This displays annual entitlements, leave already taken, the date that the leave is accrued, and the accrual method code.

Prerequisites

Rules and Guidelines

  • All Entitlements shown are divided into pro-rata (leave accrued to the current date and since their last anniversary or entitlement date) and annual entitlements.
  • Details are maintained by the Payrun and the Leave Calculation process.
  • When first establishing employee data or in the case of a system error, this window is accessed to correct or setup Leave Entitlements information.
  • When an employee is selected, any existing Leave Entitlements are displayed.
  • Details of Leave Entitlements can be recorded/viewed directly on the table or drilled down on the record.
  • Information entered on this window could be accessible to the employee when logging in Employee Self Service.

Field Information

This is the classification that identifies the Leave Type. The Leave Classifications Description field can be updated in each database by selecting a Classification Code and clicking the Edit button to apply the change.

Code Description
V Annual Leave
S Sick Leave
L Long Service Leave
B to F User-Defined Leave

 

The Leave Accrual Method identifies the rules that the employee's leave is accrued.

This is the pro-rata leave allocation based on the number of periods since the last anniversary of the employee's start date.

This is the balance allocated for entitlements as at the last anniversary date.

The amount of leave taken by the employee.

This displays the employee's net entitlement. In the case of sick leave this is the entitlement without a certificate.

For sick leave, this displays the employee's leave entitlement with a certificate.

This refers to the remaining leave balance of the employee.

This field displays the Unit Type (Hours, Daily, or Weekly).

 

Drill-down

This displays the Equivalent Values derived from the Equivalent Unit field on the Leave Accrual Methods window.

These details are maintained during the Payrun and the Leave Calculation process. Any alterations to these values should only be made in the event of a system error or when establishing employee data.  

This is the amount of pro-rata leave at the last anniversary of the start date. This is only applicable to Long Service Leave.

The Total Value of the Total Hours is populated only if the Leave Accrual Method, attached to the employee for this leave type, has the Pro-rata Leave Liability based on GESA set to Yes and takes leave that is greater than their entitlements for the year.

At the employee's anniversary (Leave Start Date), when the pro-rata is rolled into entitlement, this field is cleared.

The Total Hours is populated only if the Leave Accrual Method, attached to the employee for this leave type, has the Pro-rata Leave Liability based on GESA set to Yes and takes leave that is greater than their entitlements for the year.

This field displays the difference between the Entitlement and Taken fields. This is the amount of leave that was taken from the pro-rata entitlement.

At the employee's anniversary (Leave Start Date) when the pro-rata is rolled into entitlement, this field is cleared.

This is the value of the Entitlement field minus the value in the Taken fields. This is automatically maintained and cannot be altered. This value is also the total of the Net Ent Without Certificate and With Cert fields and is only relevant to Sick Leave.

This is the sum of the net entitlement, current pro-rata and last year's pro-rata. This is automatically maintained and cannot be altered.

The pro-rata method determines the way the calculation of accruals is generated and is used to override the pro-rata method at employee level.

Code Description
Blank Proportion the accrual according to the pro-rata method specified in the Leave Accruals Method.
A Proportion the accrual according to the value in the calculated Average Hours Worked field in the Average Hours window.
N Do not calculate on pro-rata the accrual.
W Proportion the accrual according to actual worked hours.
Y Proportion the accrual over the length of the accrual.

 

  • The actual worked hours calculation occurs during the accrual process using the hours retrieved from the Earnings History file between the employee's accrued to date and the accrued to date specified on the parameters for the Calculate Leave Accruals process. Only hours types that have been flagged are included in the calculation.

 

This is a Rate Code that identifies the rate used to calculate the value of the leave liability and is used at employee level if the rate is to be overridden. This field is used at employee level if you want to override the rate specified on the Leave Accrual Method.

Note that if the rate attached to the code is not hourly (i.e. when Prevar *PP_LEAVE_UNITS Position 1 is set to Y and Program Control PEP39 Position 15 is set to A), then the rate unit type (Daily/ Weekly) must be the same as the leave Accrual Unit Type.

A value entered in this field overrides any Leave Liability Rate Code entered either in the Leave Liability Rate Code field or on the Leave Accrual Method window. It is used as the hourly rate for calculations.

The total value of Leave Liability at the last General Ledger close.

If establishing employee data, this field may be used to enter information in the General Ledger Accruals files. This can be a negative value.

This displays the value of any leave taken.

This displays the value of any leave taken.

This is an optional field which allows configuring an applicable Average Hours Payment Rule at Leave Entitlements which enables leave payments using average hours.

This configuration carries higher precedence against the corresponding Leave Accrual Method during the leave payment processing. In other words, this overrides the Rule configured at the corresponding Leave Accrual Method.

This field will be enabled when following conditions are satisfied:

Environment Conditions
AU

  1. LSL/User Leave Absolute is set to W (i.e., when leave balances are stored in Weeks).

  2. Leave Accrual Method - Period Number must be 1.

  3. Only applicable for LSL and Other leave types (i.e. B, C, D, E, F).
NZ

  1. LSL/User Leave Absolute = 'W' (i.e., when leave balances are stored in Weeks)

    OR

    *PP_LEAVE_UNITS = 'Y' and LSL/User Leave Absolute = blank and

    Unit Type = 'W'

  2. Leave Accrual Method - Period Number must be 1.

 

The Average Hours Payment Rule can also be added as a read-only column to the main browse list.