Importing Leave Application Processing Rules

The following processing rules apply when leave applications are being imported. These rules determine how the transactions are interpreted and written to the Time Card Entry windows.

  • When creating Time Entry transactions, the Pay slip ID Rules are referenced to determine which Pay slip or Pay Separator to use.
  • When importing Leave Application records the options set in Program Control option PAY34, position 38 and 39 determines how transactions are treated.
  • When processing Public Holiday hours, the Import Rules window is referenced to determine which Hours Code to use.
  • Negative amount transactions are generated in some cases for auto paid employees.
  • Exceptions are generated in cases where a leave application has a Last Day of Leave later than the Period End Date in the Payrun Header and Leave Payment Style is Each Pay.
  • When processing leave applications, the Doctor's Certificate field is ignored unless the Leave Type is Sick Leave.
  • When processing leave applications, the Leave Reason field is ignored unless the Leave Type is Other Leave.
  • Creating Pay slips - to nominate which pay slip to use when importing transactions.
  • Processing Public Holidays - to determine how Public Holiday hours are interpreted in the import.
  • Generating Negative Amount transactions - to determine how negative leave transactions are imported and processed.

Leave Transactions, Base Hours and Work Patterns

Base Hours are used to setup and attach to employee records to enable the calculation of pay for employees. Work Patterns can be setup to describe a typical work period for an employee.

When work patterns are in place they are used to calculate the number of hours/days an employee will be absent when a leave application is entered into Self Service. This figure is displayed in the Enter the number of hours you will be away from work field in the Leave Application process.

Employees can override this figure if required. If this happens Self Service will ignore the employee's work pattern and accept the hours/ days entered as correct. This has implications for the Import Leave Transactions process.

  • Regardless of Leave Applications entered in Days or Hours the transactions are always passed to the Payroll in Hours.

As previously stated, if there is a work pattern in place, this is used to calculate the number of hours or days leave taken.

However, if the amount of leave taken is overridden, or there is no work pattern in place the calculations which take place depend on the type of the leave being processed.

If the type of leave is an accruing type of Annual, Sick or Long Service Leave, the process is:

  • Take the Base Hours from the employee's Payment Details window.
  • Get the days in the week from the Leave Accrual Method attached to the employee.
  • Divide the days in the week into the base hours to get the average hours for a day.

 

The system determines the number of days leave by:-

  • Checking the Week Start Day from the Base Hours Code record and comparing this to the date entered by the employee on their application.
  • From this the system determines how many of the Days in the Worked Hours fields on the Base Hours Codes record are worked days.

This figure is then multiplied by the number of days leave applied for and the result is passed in hours to the Payrun.

Example

First the average day is calculated therefore:-

  • An employee applies for 4 days leave - from 6/2/08 to 12/2/08
  • The Base Hours for the employee are 38
  • The days in the week for the Leave Accrual Method are 5.
  • The calculation is 38 divided by 5 = 7.6 hours for an average day.

Then the number of hours leave is calculated:-

  • The employee has entered Wednesday 6/2/08 for the start date of their leave, returning to work on Tuesday 12/2/08.
  • The Week Start Date on the employee's Base Hours Code record is Tuesday.
  • The employee's Base Hours record contains the value 7.6 in each of the records for Days 1 to 5. This means that for the 4 days leave applied for there are values entered which cover Wednesday to Saturday, (4 days) while Sunday and Monday are blank.
  • The hours for the average day (7.6 previously calculated) is multiplied by 4 and the result of 30.4 hours is passed to the Payrun.

If the type of leave is not an accruing type (Other Leave) the process takes the Base Hours from the employee's Payment Details window, then uses the Worked Hours field on the Base Hours Code.

The system determines the number of hours leave by:-

  • Checking the Week Start Day from the Base Hours Code and comparing this to the date entered by the employee on their application.
  • From this the system determines how many of the Days in the Worked Hours fields on the Base Hours Codes window are worked days.
  • This figure is then multiplied by the number of days leave applied for and the result is passed in hours to the Payrun.

Example

  • An employee applies for 3 days of leave.
  • The Base Hours for the employee are 38.
  • The number of Worked Hours fields in the Base Hours Code record that are not zero is 5.
  • The calculation is 38 divided by 5, multiplied by 3 = 22.8 hours.