PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Manage Base Benefits

Managing Leave Plans

This chapter provides an overview of the leave process and discusses how to:

Process leave accruals.
View employee balances.

Understanding the Leave Process

The purpose of leave accrual processing is to maintain employee leave balances. When you initiate leave accrual processing, the system calculates the leave accrual award and the resulting leave balance.

To properly process leave accruals, the system needs to obtain information from your payroll system, including hours taken, hours adjusted, hours bought, hours sold, and service hours for each employee involved in the process. If your organization implements PeopleSoft Enterprise Payroll for North America, the system gets this information from Payroll for North America during the normal run of the process.

The system processes leave accruals depending on how you define your leave accrual plans. You can base how you want employees to earn leave on one of two things: the length of the service they've provided to your organization or the total number of hours they've worked.

You can accrue leave based on length of service without using payroll data because the system refers to the Employment Data Table for each employee's service date. However, if you're planning to accrue leave based on service hours, your system needs to obtain data from your payroll application to determine how many hours a particular employee has worked.

Processing Leave Accruals

To process leave accruals:

Set up operating parameters for an accrual cycle on the Calculate Periodic Accrual run control page.
Run the Leave Accrual process with the Process Scheduler.

Page Used to Process Leave Accruals

Page Name	Definition Name	Navigation	Usage
Calculate Periodic Accrual	RUNCTL_ACCRUAL	Benefits, Manage Leave Accruals, Calculate Periodic Accruals, Calculate Periodic Accrual	Set up the operating parameters for an accrual cycle.

Setting Up Operating Parameters for an Accrual Cycle

Access the Calculate Periodic Accrual page (Benefits, Manage Leave Accruals, Calculate Periodic Accruals, Calculate Periodic Accrual).

Run Control ID

The system prompts you to enter an existing ID or add a new one

Company

Enter the company that you want to process. You can leave this field blank, which means that employees in all companies will be processed for the specified plan type and benefit plan.

Plan Type and Benefit Plan

Enter the plan type and benefit plan that you want to process.

Last Process Date

Displays the date that you last ran the Leave Accrual process for this plan type and benefit plan.

Accrual Process Date

Date upon which you want the leave accrual calculations to be based. The system automatically sets the accrual process date to the current date, but you can change it as long as the date that you enter is later than the last process date.

Process leave accruals for a given company, plan type, and benefit plan for a maximum of once per accrual process date and for a minimum of once per the award frequency that you've defined on the Leave Plan Table. The leave accrued is awarded only once per the award frequency for each employee participating in the plan as of the accrual process date, but all other leave processing—the maintenance of the leave taken, leave adjusted, leave bought, and leave sold balances—takes place each time that you run the Leave Accrual process.

Note. The Leave Accrual process processes all employees who are currently enrolled in the selected plan type and benefit plan. It does not check the employment status of the employee.

For example, suppose your leave balance available is 10 hours, your unprocessed leave taken is 8 hours, your award frequency is the first run of the month, your last process date is November 1, 2003, and you run the Leave Accrual process with an accrual process date of November 15, 2003. In this case, no leave is awarded, but the unprocessed leave taken is moved from unprocessed data to the leave accrual balances and the resulting leave balance available is 2 hours.

Viewing Employee Balances

View the results of leave accrual processing for an employee using the Leave Accrual page. You can print a report. Employees can also view their leave balances through PeopleSoft Enterprise ePay or the PeopleSoft Enterprise HRMS Portal Pack

See PeopleSoft Enterprise ePay 9.1 PeopleBook

See PeopleSoft Enterprise HRMS Portal Pack 9.1 PeopleBook.

Page Used to View Employee Balances

Page Name	Definition Name	Navigation	Usage
Review Accrual Balances	LEAVE_ACCRUALS	Benefits, Manage Leave Accruals, Review Accrual Balances, Review Accrual Balances	View employee leave balances.

Viewing Employee Balances

Access the Review Accrual Balances page (Benefits, Manage Leave Accruals, Review Accrual Balances, Review Accrual Balances).

Accrual Date

The last date that you initiated a leave accrual for this employee.

Accrual Balances - Hours

Carried over from previous year	This field is updated only during the first run of the year.
Earned Year-to-Date	Maintains the accrued leave awarded and is updated only once per award frequency. If you find that you need to modify the earned year-to-date balance, use the earnings code that you defined to adjust the accrual balance on Earnings Table 4.
Taken Year-to-Date, Adjusted Year-to-Date, Bought Year-to-Date, and Sold Year-to-Date	Updated each time the Leave Accrual process is run and values are moved from the corresponding Unprocessed Data fields.

Accrual Totals

Hours Balance

The employee's current accrued time available.

The system calculates the Hours Balance by totalling:

(Carried Over from Previous Year) + (Earned Year-to-Date) − (Taken Year-to-Date) + (Adjusted Year-to-Date) + (Bought Year-to-Date) − (Sold Year-to-Date) − (Unprocessed Hours Taken) + (Unprocessed Hours Adjusted) + (Unprocessed Hours Bought) − (Unprocessed Hours Sold).

Hours Value

Current monetary value of the hours balance.

The system calculates the hours value, or value of the unused hours, by multiplying the leave balance by the current hourly rate for hourly employees or the hourly equivalent for salaried employees.

Service Data

Service Date	The date used for length-of-service calculations when the service unit is defined as Months.
Service Hours	The number of hours used for length-of-service calculations when the service unit is defined as Hours.

Unprocessed Data

This group box displays the hours that you have not yet processed using the accrual process. These are hours passed from the Payroll Pay Confirmation process since the accrual date.

Hours Taken, Hours Adjusted, Hours Bought, and Hours Sold	Updated each time the Pay Confirmation process is run.
Service Hours	The Pay Confirmation process updates the service hours only when the employee is participating in the leave plan as of the pay end date.

Run Control ID	The system prompts you to enter an existing ID or add a new one
Company	Enter the company that you want to process. You can leave this field blank, which means that employees in all companies will be processed for the specified plan type and benefit plan.
Plan Type and Benefit Plan	Enter the plan type and benefit plan that you want to process.
Last Process Date	Displays the date that you last ran the Leave Accrual process for this plan type and benefit plan.
Accrual Process Date	Date upon which you want the leave accrual calculations to be based. The system automatically sets the accrual process date to the current date, but you can change it as long as the date that you enter is later than the last process date. Process leave accruals for a given company, plan type, and benefit plan for a maximum of once per accrual process date and for a minimum of once per the award frequency that you've defined on the Leave Plan Table. The leave accrued is awarded only once per the award frequency for each employee participating in the plan as of the accrual process date, but all other leave processing—the maintenance of the leave taken, leave adjusted, leave bought, and leave sold balances—takes place each time that you run the Leave Accrual process. Note. The Leave Accrual process processes all employees who are currently enrolled in the selected plan type and benefit plan. It does not check the employment status of the employee. For example, suppose your leave balance available is 10 hours, your unprocessed leave taken is 8 hours, your award frequency is the first run of the month, your last process date is November 1, 2003, and you run the Leave Accrual process with an accrual process date of November 15, 2003. In this case, no leave is awarded, but the unprocessed leave taken is moved from unprocessed data to the leave accrual balances and the resulting leave balance available is 2 hours.