(USF) Managing Leave

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

Administer automatic leave enrollment.
Set up leave transfer programs.
Administer leave donations.
Administer leave recipients.
View leave transfer data.
Report on leave transfer programs.

Understanding Leave Administration

This section lists prerequisites and discusses:

Automatic leave enrollment administration.
Leave transfer management.

Prerequisites

Set up Earnings codes and Earnings Accrual Classes.

Automatic Leave Enrollment Administration

Use automatic leave enrollment functionality to enroll an employee automatically in an earnings accrual class with personnel action request (PAR) activity or approval to participate in a leave program. The system automatically populates the employee’s leave enrollment record with default enrollment values based on the leave class rules you set up. You can manually override the defaults.

Here are the steps in administering automatic leave enrollment:

Set up the Leave Class Rules template (one-time set up).
Set up Leave Class Rule criteria (one-time set up).
Process PAR activity or approval to participate in a leave program.
Run the Auto Leave Enrollment process.
Review the results of the Auto Leave Enrollment process.
Adjust enrollments as necessary.

Leave Transfer Management

Each Federal Government agency may establish and administer procedures to permit the voluntary transfer of annual leave between Federal Government employees in a time of crisis. A crisis can be a personal medical emergency or a situation deemed as an emergency of the agency.

There are three types of programs in which employees may donate or receive annual leave hours. These programs have similar but slightly different eligibility or usage rules. Employees may participate in more than one program.

Voluntary Leave Transfer Program (VLTP)	Employees donate and receive annual leave hours directly from each other.
Emergency Leave Transfer Program (ELTP)	Employees donate and receive hours through an agency-managed emergency bank that has been created to deal with a specific emergency.
Leave Bank	Employees donate and receive hours through an agency-managed leave bank.

Administering Automatic Leave Enrollment

To set up leave class rules, use the Leave Class Rules Criteria USF (GVT_LVCLSRUL_TMPLT) and Leave Class Rules USF (GVT_LV_CLS_RULES) components.

This section discusses how to:

Set up the leave class rules template.
Set up leave class rules criteria.
Process automatic leave enrollment.
Review automatic leave enrollment.
Manually enter or adjust leave enrollment.

Pages Used to Administer Automatic Leave Enrollment

Page Name	Object Name	Navigation	Usage
Leave Class Rules Template	GVT_LVCLSRUL_TMPLT	Set Up HRMS, Product Related, Workforce Administration, Absence, Leave Class Rules Criteria USF, Leave Class Rules Template	Rank five rules criteria for the purpose of breaking ties if an employee qualifies under more than one leave class rule.
Leave Class Rules	GVT_LV_CLS_RULES	Set Up HRMS, Product Related, Workforce Administration, Absence, Leave Class Rules USF, Leave Class Rules	Define your organization’s rules for enrolling or terminating an employee from an earnings (leave) accrual class.
Automatic Leave Enrollment	RUNCTL_FGASOFDT	Workforce Administration, Leave Administration USF, Manage Leave Information, Request Auto Leave Enrollment, Automatic Leave Enrollment	Run the process that automatically enrolls employees in earnings accrual classes based on the PAR or leave program activity and the leave class rules.
Leave Class Auto Entry Audit	GVT_LVCLS_TRGR	Workforce Administration, Leave Administration USF, Manage Leave Information, Track Auto Leave Enrollment, Leave Class Auto Entry Audit	Review the results of the Leave Class Auto Enrollment process.
Employee Accruals	GVT_ACCR_PLAN	Workforce Administration, Leave Administration USF, Manage Leave Information, Employee Accruals Enrollment, Employee Accruals	Adjust employee enrollment in earnings accrual classes if there is a reason to override the automatic enrollment. If your organization does not use the automatic leave enrollment process, use this page to enroll employees in accrual classes.

Setting Up the Leave Class Rules Template

Access the Leave Class Rules Template page.

Set up the Leave Class Rules template only once.

Leave Rule Criteria Field

Select the PAR criteria and rank them on this page. These criteria correspond to the PAR Criteria fields on the GVT Leave Class Rules page, where you select values for each criterion. The criteria that you select and rank are:

ACTION: action

ACTION_REASON: action/reason.

GVT_NOA_CODE: nature of action code.

GVT_PAY_PLAN: pay plan.

GVT_TYPE_OF_APPT: type of appointment.

GVT_WORK_SCHED: work schedule.

Rank

Rank each criterion in order from 1 to 5, with 1 being the highest rank. The single rule where the employee transaction meets the highest-ranking criteria is the rule the system uses as a tiebreaker if an employee qualifies under more than one rule.

Example of Tie Breaking

The following example illustrates how the system uses ranking to resolve situations where the employee qualifies under two different Leave Class Criteria rules.

Rule 1 Definitions	Rule 2 Definitions
PAR Criteria: Action: HIR Work Schedule: Full-time Pay Plan: GS	PAR Criteria: Action: HIR Work Schedule: Full-time NOA code: 170
Default Enrollments: Annual Leave Sick Leave	Default Enrollments: Annual Leave Sick Leave Home Leave

Rule 1 Definitions

Rule 2 Definitions

PAR Criteria:

Action: HIR

Work Schedule: Full-time

Pay Plan: GS

PAR Criteria:

Action: HIR

Work Schedule: Full-time

NOA code: 170

Default Enrollments:

Annual Leave

Sick Leave

Default Enrollments:

Annual Leave

Sick Leave

Home Leave

The employee meets all criteria for both rules. The Action and Work Schedule criteria are the same in both rules.

If pay plan is ranked higher than NOA code on the Leave Class Rules template, the system uses the first rule to enroll the employee in leave classes.
If NOA code is ranked higher than pay plan on the Leave Class Rules template, the system uses the second rule to enroll the employee in leave classes.

Setting Up Leave Class Rule Criteria

Access the Leave Class Rules page.

Note. You do not need to set up a Leave Class Rule for terminating employees. The PeopleSoft Enterprise Payroll for North America Final Check Process requires that the employee stay enrolled to determine how much pay they are eligible for upon their separation. Once an employee has Terminated status, normal payroll calculations in PeopleSoft Enterprise Payroll for North America no longer process that employee.

Leave Class Rule ID

Identify each leave class rule you create.

Leave Class Rule Criteria Type

Assign a type to each new rule when you first enter the page. This value determines which additional fields are available on the page. Values are:

Hire/Rehire: for rules associated with hire or rehire actions.

Leave Program Status: for rules associated with leave bank and transfer processing.

Non-Hire PAR actions: for rules associated with PAR actions that are not hire or rehire.

The value you select in the Leave Class Rule Criteria Type field affects which group boxes appear on the page.

Leave Class Rule Criteria Type	Group Boxes
Hire/Rehire or Non-Hire PAR actions	PAR Criteria Default Enrollments
Leave Program Status	Leave Program Default Enrollments

Leave Class Rule Criteria Type

Group Boxes

Hire/Rehire or

Non-Hire PAR actions

PAR Criteria

Default Enrollments

Leave Program Status

Leave Program

Default Enrollments

PAR Criteria

Only the criteria you selected and ranked on the Leave Class template appear in this group box. Select a value for a criterion if you want to process leave enrollment based on a designated value for that criterion under this rule. The system processes enrollments based on the value of this field in the employee’s PAR transaction.

Default Enrollments

Earnings Accrual Class	Select the earnings accrual classes that apply to this rule.
Elect	Select to enroll employees in the earnings accrual class by this rule’s criteria.
Terminate	Select to terminate employees from the earnings accrual class by this rule’s criteria.

Leave Program

Leave Program Type

If an employee has been approved as a recipient of one of the leave transfer programs, you can define which accruals to enroll or terminate. Select the type of leave transfer program Bank, Emergency, or Voluntary.

See Also

Defining Earnings Accrual Classes

Administering Leave Donations

Processing Auto Leave Enrollment

After you set up the Leave Class Rules template and the Leave Class Rule Criteria, you process any hire, PAR transaction, or leave program approval as you normally would through the Workforce Administration, Job Information menu.

When you are ready to enroll employees in earnings accrual classes, access the Automatic Leave Enrollment page. As Of Date is the run parameter. The Leave Class Auto Enrollment process (FGHR036) compares the PAR transactions and leave program approval against the leave class rule criteria and enrolls employees in the appropriate earnings accrual classes. You can set this process to run automatically or on demand.

Reviewing Auto Leave Enrollment

Access the Leave Class Auto Entry Audit page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

Use this page to view the outcome of each transaction that was processed by the Leave Class Auto Enrollment process.

View by Status

Select a value to sort the data by status (Leave Class Enrollment Trigger). Values are: Completed, Error, or Pending.

The system records employees on this table with the status of Pending as soon as a PAR action is completed or the employee is approved into a leave program.

The status changes to Completed when the auto enrollment process is complete.

Purge Completed

Click to delete all data rows with the status (Leave Class Enrollment Trigger) of Completed.

Manually Entering or Adjusting Leave Enrollment

Access the Employee Accruals page.

Accrual Plan

Earnings Accrual Class

Select an earnings accruals class. The classes you created on the Earnings Accruals Class table are displayed.

Accrual Election

Leave Type	The leave type defaults from the accrual calculation box on the Earnings Accruals − Class Page.
Election	Select the enrollment status. Select Elect to enroll the employee in a class. Select Waive to waive a leave just like a regular benefit. Select Terminate to end the employee’s enrollment in a class.
Elect Date	Enter the date on which the accrual election change occurs.
Effective Date	Select a date to specify when this accrual election becomes effective and the employee will be in the new earnings accrual class.
Alternate Work Schedule	The purpose of the alternate work schedule is for those employees on the Credit Leave Accrual. When the employee’s work schedule changes, the system creates an additional pay record for them to pay out their current balance.
Grandfathered Carryover	Enter the grandfathered carryover here, if applicable. A grandfathered carryover is when an employee has a balance greater than the new earnings accrual-ceiling amount. For example, an employee who carried an annual leave balance of 360 hours in a previous class can transfer to a new class that has a ceiling of 240 hours. The difference of 120 hours between the new ceiling amount and the current balance of 360 is called the Grandfathered Carryover.

See Also

Defining Earnings Accrual Classes

Setting Up Leave Transfer Programs

To set up leave transfer programs, use the Denial Code (GVT_DENIAL_CD_TBL), Leave Program Type Table (GVT_LV_XFR_TYP_TBL), Leave Bank Details (GVT_LV_BANKMEM_SEC), and Emergency Leave Transfer Details (GVT_LV_DON_TGT_SEC) components.

To set up leave transfer programs, you must define the programs and the earnings codes and accrual classes used for processing.

This section discusses how to:

Set up denial codes and denial notification letter text.
Set up leave transfer programs.
Set up earnings codes for leave transfer.
Set up earnings accrual classes for leave transfer.
Set up leave class rules for leave transfer.

Pages Used to Set Up Leave Transfers

Page Name	Object Name	Navigation	Usage
Denial Code	GVT_DENIAL_CD_TBL	Set Up HRMS, Product Related, Workforce Administration, Absence, Leave Denial Codes USF, Denial Code	Set up denial reasons and specify the text to be printed in denial notifications.
Leave Program Type Table	GVT_LV_XFR_TYP_TBL	Set Up HRMS, Product Related, Workforce Administration, Absence, Leave Program Type Table, Leave Program Type Table	Set up leave transfer programs, specify the program type, and indicate limits on donations and balances.
Leave Bank Details	GVT_LV_BANKMEM_SEC	Click the Leave Bank Details button on the Leave Program Type Table page	Enter Leave Bank board members.
Emergency Leave Transfer Details	GVT_LV_DON_TGT_SEC	Click the Emergency Leave Transfer Dtl (emergency leave transfer details) button on the Leave Program Type Table page	Enter the number of donation hours targeted.

See Also

Defining Earnings Accrual Classes

Setting Up Leave Class Rule Criteria

Setting Up Denial Codes and Denial Notification Letter Text

Access the Denial Code page.

Denial Letter Text

Enter details of the reason for denial that you want to be printed on the Leave Denial Notifications report (FGPY031).

Setting Up Leave Transfer Programs

Access the Leave Program Type Table page.

Leave Program Type Information

Leave Program Type	Define your leave program codes.
Leave Program	Select the type of leave transfer program (Bank, Emergency, Voluntary) to associate with this Leave Program Type code.
Donation Limits and Balance Limits	Enter the Minimum Hours and Maximum Hours allowable for donations and balances.
Leave Bank Details	Click to access the Leave Bank Details page and enter the Leave Bank board members and indicate those who are labor representatives. If you select Bank in the Leave Program group box, the system adds the Leave Bank Details button to the page when you save.
Emergency Leave Transfer Dtl (emergency leave transfer details)	Click to access the Emergency Leave Transfer Details page and record the number of donation target hours. If the Leave Program Type is Emergency, the system adds the Emergency Leave Transfer Details button to the page when you save.

Setting Up Earnings Codes for Leave Transfer

Set up three unique earnings codes for three distinct purposes:

For donors to donate leave to transfer programs.
For recipients to receive (accrue) leave from transfer programs.
For recipients to use leave accrued from transfer programs.

Leave Earning Type

PeopleSoft provides five Leave Earning Type codes as translate values. Associate these types with earnings codes that you set up for processing leave transfers. The type code you select defines the function of the earnings code within the leave bank and transfer program. The following table summarizes the processing that is triggered by these codes.

Leave Earn Type	Leave Bank and Transfer Process	Earning Accrual Process
Donate to Bank	Updates the donor’s Additional Pay page with the hours contributed to a Leave Bank Program. Use the Leave Bank Application page to enter requests. Updates Leave Bank Ledger inquiry page with hours contributed.	Donor’s Annual: Increase Hours Taken YTD Reduce Balance YTD
Donate to Emergency	Updates the donor’s Additional Pay page with the hours contributed to an Emergency Leave Transfer Program (ELTP). Use the Leave Bank Application page to enter requests. Updates the Leave Ledger with hours contributed.	Donor’s Annual: Increase Hours Taken YTD Reduce Balance YTD
Donate to Recipient	Updates the donor’s Additional Pay page with the hours contributed in the Voluntary Leave Transfer Program (VLTP). Use the Donor Contribution page to enter requests. Updates the Leave Donation Tracking page.	Donor’s Annual: Increase Hours Taken YTD Reduce Balance YTD
Received from Bank	Updates the recipient’s Additional Pay page with the hours received from the Bank or ELTP. Use the Leave Recipient Info page to enter requests. Updates Leave Ledgers with hours withdrawn.	Leave Program Recipient: Increase Balance YTD
Received from Donor	Updates the recipient’s Additional Pay page with the hours received through the VLTP. Use the Leave Recipient Info page to enter requests.	Leave Program Recipient: Increase Balance YTD

Leave Earn Type

Leave Bank and Transfer Process

Earning Accrual Process

Donate to Bank

Updates the donor’s Additional Pay page with the hours contributed to a Leave Bank Program.

Use the Leave Bank Application page to enter requests.

Updates Leave Bank Ledger inquiry page with hours contributed.

Donor’s Annual:

Increase Hours Taken YTD
Reduce Balance YTD

Donate to Emergency

Updates the donor’s Additional Pay page with the hours contributed to an Emergency Leave Transfer Program (ELTP).

Use the Leave Bank Application page to enter requests.

Updates the Leave Ledger with hours contributed.

Donor’s Annual:

Increase Hours Taken YTD
Reduce Balance YTD

Donate to Recipient

Updates the donor’s Additional Pay page with the hours contributed in the Voluntary Leave Transfer Program (VLTP).

Use the Donor Contribution page to enter requests.

Updates the Leave Donation Tracking page.

Donor’s Annual:

Increase Hours Taken YTD
Reduce Balance YTD

Received from Bank

Updates the recipient’s Additional Pay page with the hours received from the Bank or ELTP.

Use the Leave Recipient Info page to enter requests.

Updates Leave Ledgers with hours withdrawn.

Leave Program Recipient:

Increase Balance YTD

Received from Donor

Updates the recipient’s Additional Pay page with the hours received through the VLTP.

Use the Leave Recipient Info page to enter requests.

Leave Program Recipient:

Increase Balance YTD

Setting Up Earnings Codes for Donors and Recipient Accruals

Use the Earnings Table component to set up earnings codes for donors and recipient accruals. You must use the specified values for the following fields:

General page: In the Payment Type field, select Hours Only. Leave transfer earnings codes process hours only; there are no earnings or deductions associated.
Taxes page: There are no taxes taken. In the Earning Allocation group box, select Maintain Earnings Balances.
Federal Additional Earnings page: In the Leave Bank and Transfer Type group box, select the appropriate Leave Earnings Type.
Calculation Page: The Multiplication Factor must be 0.0000 to ensure no earnings.

Setting Up an Earnings Code for Recipients to Use Transferred Leave

Use the Earnings Table component to set up earnings codes for recipients to use transferred leave. You must use the specified values for the following fields:

General page: In the Payment Type field, select Hours Only.
Taxes page: The earnings are fully taxable. In the Earning Allocation group box, select Add to Gross, Maintain Earnings Balances, and Hours Only.
Calculation Page: The Multiplication Factor must be 1.0000 to ensure the earning is paid at the regular hourly rate.

Setting Up Earnings Accrual Classes for Leave Transfer

Set up earning accrual classes for the following purposes:

Leave program recipient.

Once an employee is approved as a recipient in either a Bank, ELTP, or VLTP, they must be enrolled into an Earning Accrual Class to track hours received and used during their program participation.
Deferred Annual/Sick Leave.

When an employee is participating in either an Agency Bank or VLTP, they must terminate their enrollment from regular annual and sick leave plans and enroll into the deferred annual and sick earning accrual classes. The deferred programs will track service hours and entitlement to a defined maximum accrual. For example, full time employees may accrue to the maximum of 40 hours.

Employees participating in an ELTP are not subject to the accrual limit and do not need to be enrolled into the deferred programs.
Annual Leave.

All donated hours are taken from the employee’s annual leave accrual class. Update each of your annual accrual classes with the three donor earning codes defined with Donate to Bank, Donate to Emergency, and Donate to Recipient leave earning types.

Setting Up Earnings Accrual Classes for Leave Program Recipients

Use the Earnings Accruals component to set up earnings accrual classes for leave program recipients. You must use the specified values for the following fields:

Class page: In the Leave Type field, select Leave Program.
Balance page: The values you enter depend upon the purpose of the earnings code you’re adding to the class.

For earnings codes used to accrue recipient leave transfer, select Add to Hours Earned.

For earnings codes used when recipients use transferred leave, select Add to Service Hours and Add to Hours Taken.

Setting Up Earnings Accrual Classes for Deferred Annual/Sick

Use the Earnings Accruals component to create a deferred earning accrual class for every annual and sick accrual class that has a different accrual maximum during an employee participation in the leave bank or transfer programs.

Deferred accrual classes need to mirror the accrual classes that they are replacing; the only difference in the two classes is the leave type and accrual ceiling.

For example, the Deferred Annual Accrual Class mirrors the Annual Accrual Class by having the same accrual calculation, carryover, expiration/termination, accrual rates, and balance earning codes. The only difference in the two classes is the Leave Type and Accrual Ceiling. In this example, enter the following information:

Class page: In the Leave Type field, select Deferred Annual.
Ceiling/Carryover page: Set up the accrual ceiling as desired for the deferred accrual class.

Setting Up Annual Accrual Classes for Leave Transfer Processing

All donated hours to bank and transfer programs are withdrawn from the employee’s Annual Leave Accrual Class. You must update all your Annual Accrual Class Balance tables with the three earning codes you set up with the leave earnings types of Donate to Bank, Donate to Emergency, and Donate to Recipient.

See Also

Defining Earnings Accrual Classes

Setting Up Leave Class Rules for Leave Transfer

Access the Leave Class Rules page.

You can define leave class rules to enroll an approved recipient automatically into the accrual class that you create to track leave program activity. Use this page to define the automatic enrollment rule for each leave program type you set up.

Select Leave Program Status as the Leave Class Rules Criteria Type.
Select the appropriate Leave Program Type.

See Also

Setting Up Leave Class Rule Criteria

Administering Leave Donations

Employees may donate hours to an agency Leave Bank, ELTP, or VTLP. The contribution process is the same for the Bank and ELTP programs, where hours are donated to a common pool. However, the contribution process is different for the VLTP, where the hours are donated directly to an employee.

This section discusses how to:

Enter employee requests to contribute leave to a Leave Bank or ELTP.
Enter employee donations to the VLTP.
Enter employee requests to donate to another agency’s leave transfer program.
Run the Leave Bank and Transfer process.

Pages Used to Administer Leave Donations

Page Name	Object Name	Navigation	Usage
Leave Bank Application	GVT_LV_BANK_APP	Workforce Administration, Leave Administration USF, Reports, Leave Bank Application/Donate, Leave Bank Application	Enter employee requests to contribute leave to a Leave Bank or ELTP.
Donor Contribution	GVT_LV_DON_CONTRIB	Workforce Administration, Leave Administration USF, Manage Leave Information, Voluntary Donations, Donor Contribution	Enter employee donations to the VLTP.
External Leave Donations	GVT_LV_DON_EXT	Workforce Administration, Leave Administration USF, Manage Leave Information, External Leave Donations, External Leave Donations	Enter employee requests to donate to another agency’s leave transfer program.
Process Leave Bank / Transfer	RUNCTL_FGPY022	Workforce Administration, Leave Administration USF, Manage Leave Information, Request Leave Bank/Transfers, Process Leave Bank / Transfer	Run the Leave Bank and Transfer process to process donations and update accruals, additional pay, and leave ledgers.

Entering Employee Requests To Contribute Leave To A Leave Bank Or Emergency Leave Transfer Program

Access the Leave Bank Application page.

Leave Program Type

Select the leave program type to which the employee is donating. Valid values are the Leave Program Types you set up for Bank and Emergency leave programs.

Effective Date

The request date of the application.

Member Status

Select or view the member status of the leave request. Values are:

Applied: The Leave Bank Board has not processed the request and no annual leave contributions have been taken from the employee’s current Earnings Accrual Class balance.

Approved: The leave review board has approved the donor’s leave request. The system processes only Approved requests.

Contribute: The system processes the hours during the next payroll cycle and updates the hours on the employee’s additional pay to reduce the balance by the donation hours on the application. Only the system can update the applicant’s request to Contribute; it issues an error message if you select this value.

Cancelled: Indicates any other reason that the request is terminated.

Denied: The Leave Bank Board has evaluated the request and denied the donor’s leave request.

Denial Reason 1 and Denial Reason 2

These fields appear if you select Denied as the Member Status. You must provide the applicant with at least one reason for denial.

Contribution Hours

Specify the number of hours the donor is contributing to the leave bank or ELTP.

Annual Leave Balance

Displays the number of hours of annual leave the employee has as of this request date (Effective Date).

Service Date

The basis for determining the length of service, on which the required contribution minimum is based.

Entering Employee Donations to Voluntary Leave Transfer Program

Access the Donor Contribution page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

Recipient information is displayed at the top of the page.

Effective Date

The date of the donation.

Donor Details

In this group box, enter the donor information. The system enters the pay period in which the donation was processed. Donations are not processed until the recipient’s application is approved.

The Return to, Returned Processed, and Pay Period Return Date assist you in recording your manual leave donation return process. If an employee has donated leave, and it is not needed, it may be returned to the donor.

Return to	Acknowledges the donor’s choice for the disposition of where the leave should be returned in the case that any unused leave is returned. Valid values are Donor or Bank. This field is informational only and used to track the return of excess leave donation hours.
Returned Processed	When a leave recipient has excess leave when their emergency is over, select this check box when the leave amount to be returned is restored to the Donor. This field is informational only and used to track the return of excess leave donation hours.
Pay Period Return Date	Enter the date the leave is restored to the donor. The field is informational only and used to track the return of excess leave donation hours.

Entering Employee Requests To Donate To Another Agency’s Leave Transfer Program

Access the External Leave Donations page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

Record the details of donations made by an employee in your agency to another agency’s leave transfer program. The system updates the donor’s accrual balances when you run the Leave Bank / Transfer process.

Running the Leave Bank and Transfer Process

Access the Process Leave Bank / Transfer page.

Run the Leave Bank and Transfer process (FGPY022) after employees have donated hours. The process loads the Additional Pay page and applies the donation amount to the Leave Ledgers. The process can be run multiple times and should be run prior to your payroll cycle.

The system processes all employee leave bank applications with Member Status Approved and an effective date equal to or before the As of Date you enter on the run control page.

Running the Leave Bank and Transfer Process for Approved Recipients

Administering Leave Recipients

Employees may receive hours from a Bank, ELTP or VTLP. The process to receive hours from all leave program types is the same.

This section discusses how to:

Enter employee requests to receive hours from any of the leave program types.
Enroll recipients in the leave program accrual class.
Run the Leave Bank and Transfer process for approved recipients.
View and adjust the data entered by the Leave Bank and Transfer process.
View recipient accrual balances.

Page Used to Administer Leave Recipients

Page Name	Object Name	Navigation	Usage
Leave Recipient Info (leave recipient information)	GVT_LV_RECIP_INFO	Workforce Administration, Leave Administration USF, Manage Leave Information, Create Leave Recipient App, Leave Recipient Info	Enter employee requests to receive hours from any of the leave program types.

Pages Used to Administer Leave Donations

Enter Employee Requests to Receive Hours From Any of the Leave Program Types

Access the Leave Recipient Info page.

Effective Date

Enter the date that leave program participation was requested.

Leave Reason

Select the reason for the emergency leave requested. Values are Employee, Family, and Agency.

App Status (application status)

Select the status from the following values:

Pending: The leave review board has not processed the request.

Approved: The leave review board has approved the request.

Denied: The leave review board has denied the request.

Separated: The employee separated from Federal service before the originally requested end date.

Cancelled: Any other reason that the request is not active.

Position Detail

Click to view the position number, pay plan, grade, and step of the potential leave recipient as of the request date. Standard hours and tour of duty are used to validate the minimum number of absence hours.

Application Status

Click to identify the approver and the status Date. If the Leave Recipient Application has a status of Denied, then you may enter up to two. You must enter at least one denial reason. These codes are used later when generating Leave Recipient Denial letters.

Hours

Duration Hours	Enter the number of hours requested (to the quarter-hour).
Is This a Recurrence	Select if the reason is a recurrence.
Start Date for Gen Standing PO: and End Date	Enter the days on which the recipient requests the leave to begin and end.
Emergency Description	Detail the reasons for needing transferred leave, including a brief description of the nature and severity of the emergency.

Enrolling Recipients in the Leave Program Accrual Class

While receiving hours from a leave program, the recipient must be enrolled in the leave program accrual class to record hours donated and used.

If the program is either a Bank or VLTP, terminate enrollment from their regular and sick earnings accrual classes using the Employee Accruals page. Then enroll the recipient into the deferred accrual classes to track accruals during the program participation and enforce the maximum entitlement.

If there is an auto enrollment leave class rule set up for the leave programs, then once the approved request is saved, the application opens the employee’s Employee Accruals page and inserts the earning accrual defined in the class rule. While in the page, you may terminate the annual and sick and enroll the employee in the deferred annual and sick accrual classes.

Running the Leave Bank and Transfer Process for Approved Recipients

Access the Process Leave Bank / Transfer page.

The Leave Bank & Transfer process (FGPY022) processes Approved recipients.

If the employee is participating in a Bank or ELTP, the process:

Updates the recipient’s Additional Pay page with the earnings code defined on the Earnings Code Table with Received from Bank as the Leave Earning Type.
Updates the Leave Ledger with hours withdrawn.
If the employee is participating in a VLTP, the process updates the recipient’s Additional Pay page with earnings code defined on the Earnings Code Table with Received from Donor as the Leave Earning Type.

Viewing the Data Entered by the Leave Bank and Transfer Process

See Viewing Leave Donations to Leave Bank and Emergency Leave Transfer Programs.

Viewing Recipient Accrual Balances

See Viewing Donor and Recipient Accrual Summaries.

Viewing Leave Transfer Data

After you run the Leave Bank / Transfer process, you can view leave transfer data.

This section discusses how to:

View leave donations to leave bank and emergency leave transfer programs.
View leave donations to voluntary leave transfer programs.
View donor and recipient accrual summaries.
View donor contributions or hours received by recipients.
View a summary of participation in a leave transfer program.

Pages Used to View Leave Transfer Data

Page Name	Object Name	Navigation	Usage
Leave Ledger	GVT_LV_BANK_LDGR	Workforce Administration, Leave Administration USF, Manage Leave Information, Review Leave Bank Ledger, Leave Ledger	View and adjust leave donations to leave bank and emergency leave transfer programs.
Leave Donation Tracking	GVT_LV_DON_TRACK	Workforce Administration, Leave Administration USF, Manage Leave Information, Track Leave Donation, Leave Donation Tracking	View leave donations to voluntary leave transfer programs.
Leave Program Summary	GVT_LV_PRGM_SUMM	Workforce Administration, Leave Administration USF, Manage Leave Information, Review Leave Program Summary, Leave Program Summary	View a summary of participation in a leave transfer program.

(USF) Reviewing and Adjusting Leave Accrual Balances

Viewing Leave Donations to Leave Bank and Emergency Leave Transfer Programs

Access the Leave Ledger page.

The Leave Ledger tracks the activity within the Bank and ELTP leave programs. The Leave Bank and Transfer process updates the ledgers with the transactions it has processed.

Available (Hrs)

Displays the total number of hours available in the bank or ELTP. The system updates this value when you adjust the Contribution/Withdrawal and Hours fields.

Leave Bank Ledger

Effective Date	Displays the As Of Date on the Leave Bank / Transfer process run control page.
EmplID and Name	List of all the employees who have participated in the bank.
Member Status	Displays the member status for the transfer.
Contribution/Withdrawal	Indicates whether each transaction is a contribution or a withdrawal.
Hours	Displays the number of hours contributed or withdrawn in each transaction.

Agency Ledger Adjustments

To adjust the hours, enter the effective date, the reason for the adjustment, and the hours to add or subtract. The system updates the Available Hours balance at the top of the page.

Viewing Leave Donations to Voluntary Leave Transfer Programs

Access the Leave Donation Tracking page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

The Leave Donation Tracking page tracks the activity within the VLTP program. The Leave Bank & Transfer process updates this page with the transactions it has processed.

The page lists the donor’s contributions by effective date and recipient.

Viewing Donor and Recipient Accrual Summaries

View donor and recipient accrual balances on the Accrual Summary page after payroll is processed and leave accruals are run.

Donors: The fields Hours Taken Year-to-Date and Hours Balance Year-to-Date are updated with the hours contributed.
Recipients: Leave program earning accrual is updated with the hours received. When the recipient uses hours, the Hours Taken Year-to-Date and Service Hours YTD are updated.
Recipients who terminate regular and sick accrual classes and enroll in deferred accrual classes: The deferred accrual class is updated with the pay period’s Service Hours YTD, Hours Earned Year-to-Date, and Hours Balance Year-to-Date.

Viewing Donor Contributions or Hours Received by Recipients

The Leave Bank and Transfer process inserts a row in the Additional Pay page for hours donated or received. The new row contains donor contribution or hours received information in the following fields.

Earnings Code	The earnings code associated with the appropriate Leave Earn Type.
Effective Date	The As Of Date on the Leave Bank / Transfer page.
Earnings End Date	The end date of the pay period in which the effective date falls.
Hours	The hours donated or received.

Viewing a Summary of Participation in a Leave Transfer Program

Access the Leave Program Summary page.

From Date and Thru Date

Define the time period for which you want to see a summary.

Calculate Leave Summary

Click after entering the date range. The system displays summary information.

Participants

The system displays the number of approved participants and denied participants.

Total Hours

The system displays the total number of hours contributed, the total number of hours used, and the number of hours available for use (derived from the contribution hours and used hours).

Reporting on Leave Transfer Programs

PeopleSoft provides the following leave transfer reports:

FGPY028 − Leave Acceptance Notifications.
FGPY029 − Leave Bank Participants (required by OPM).
FGPY030 − Leave Transfer Participants (required by OPM).
FGPY031 − Leave Denial Notifications.

Leave Program Type	Select the leave program type to which the employee is donating. Valid values are the Leave Program Types you set up for Bank and Emergency leave programs.
Effective Date	The request date of the application.
Member Status	Select or view the member status of the leave request. Values are: Applied: The Leave Bank Board has not processed the request and no annual leave contributions have been taken from the employee’s current Earnings Accrual Class balance. Approved: The leave review board has approved the donor’s leave request. The system processes only Approved requests. Contribute: The system processes the hours during the next payroll cycle and updates the hours on the employee’s additional pay to reduce the balance by the donation hours on the application. Only the system can update the applicant’s request to Contribute; it issues an error message if you select this value. Cancelled: Indicates any other reason that the request is terminated. Denied: The Leave Bank Board has evaluated the request and denied the donor’s leave request.
Denial Reason 1 and Denial Reason 2	These fields appear if you select Denied as the Member Status. You must provide the applicant with at least one reason for denial.
Contribution Hours	Specify the number of hours the donor is contributing to the leave bank or ELTP.
Annual Leave Balance	Displays the number of hours of annual leave the employee has as of this request date (Effective Date).
Service Date	The basis for determining the length of service, on which the required contribution minimum is based.

Effective Date	Enter the date that leave program participation was requested.
Leave Reason	Select the reason for the emergency leave requested. Values are Employee, Family, and Agency.
App Status (application status)	Select the status from the following values: Pending: The leave review board has not processed the request. Approved: The leave review board has approved the request. Denied: The leave review board has denied the request. Separated: The employee separated from Federal service before the originally requested end date. Cancelled: Any other reason that the request is not active.
Position Detail	Click to view the position number, pay plan, grade, and step of the potential leave recipient as of the request date. Standard hours and tour of duty are used to validate the minimum number of absence hours.
Application Status	Click to identify the approver and the status Date. If the Leave Recipient Application has a status of Denied, then you may enter up to two. You must enter at least one denial reason. These codes are used later when generating Leave Recipient Denial letters.

From Date and Thru Date	Define the time period for which you want to see a summary.
Calculate Leave Summary	Click after entering the date range. The system displays summary information.
Participants	The system displays the number of approved participants and denied participants.
Total Hours	The system displays the total number of hours contributed, the total number of hours used, and the number of hours available for use (derived from the contribution hours and used hours).