Calculate Leave Accruals

This window calculates the amount of leave that employees have accrued over the time that they have been working. It updates the employee's leave balances to the current pro-rata and/or entitlement, if the employees' entitlement date falls in the nominated accrual period.

Prerequisites

  • Leave Accrual Selections
  • Exception report generated from this window is available only when Program Control option LVACC, position 14 to 22 is setup.

Rules and Guidelines

  • This process can be run at any time, but is normally included as part of the payroll processing cycle.
  • All leave is calculated in hours to allow accurate reflection of any changes to employees' base, average or actual worked hours.
  • The accrual calculation is always in arrears for accrual methods based on hours worked or average worked hours. This is because the calculation of worked hours based on the employee's earnings history is not updated until Payrun Close, so the calculated accruals are always as at the employee's last pay run.
  • If a backup of the files has not been run a warning message will display.
  • Entitlements can be viewed on the Leave Entitlements window.
  • If an entry has been made into the Date Processing Criteria window, a message may be displayed when the record is saved, to warn that this date is in advance of set parameters.

  • The Calculate Leave Accrual process accrues leave for Work Hours-based payments made in off-cycle payruns. This identifies and processes all employees who are paid based on Worked Hours and paid through an Off Cycle Payrun, regardless if leave accruals have already been completed for the same period in the previous Payrun.

Field Information

Enter Up to 5 Process IDs with Accrue To Dates or enter an Overall Accrue To Date with no Process IDs.

Up to 5 Leave Accrual Selections can be selected.

Enter the Accrue To Date for each of the selected Leave Accrual Selections.

The overall Accrue to Date is used if the same date is used for each of the Leave Accrual Selections.

  • If Position 26 of Program Control LVACC is set to 'Y', this field will not be visible on this screen or on the One Step Process Payrun screen. If set to 'N' or 'Blank', this field will be visible on both screens.

 

Select Run Process to start the process.

  • On completion the Leave Accrual Program Exception report is produced listing any errors encountered in the database the Leave Calculations report lists all leave accruals for the processing period only.