Check Leave and Comp Time Balances

This subprocess ensures that leave and compensatory time hours recorded in the Intermediate Payable Time Table (TL_IPT1) do not exceed the available balance. If reported hours exceed the available balance, an exception is written to the Exceptions Table. If the comp time balance or leave time balance is sufficient, Time Administration updates Payable Time.

Check Leave Balance

This subprocess checks to see if there is sufficient balance to cover the leave time contained on the IPT Table for each time reporter. If there is insufficient balance, the system writes an exception to the Exceptions Table.

For the setup to be valid for leave processing to occur, the following conditions must apply:

  • The TRC must be active and the Comp/Leave Indicator must be for Leave Taken (Leave Tkn).

  • The Leave TRC must be of the Hours TRC Type.

  • The TRC must be in the Time Reporter's TRC Program.

  • The TRC must be mapped to a NA Payroll Earnings Code, which is mapped to a Leave Plan type and has the Taken Flag selected on the Add to Accrual Balance section of the NA Earnings code.

  • The Time Reporter must be associated to a Leave Plan of the Leave Plan Type to which the NA Earnings Code is associated.

  • The Leave Plan for the time reporter should specify if it allows a negative balance, and if so, how many hours the balance for the time reporter can go negative.

Note:

Leave balances are maintained by PeopleSoft Benefits. Time and Labor does not update Benefits Tables with balance information; however, it uses the Leave Plan Table (LEAVE_PLAN_TBL) and Leave Accrual Table (LEAVE_ACCRUAL) of the Benefits system to validate time reported against TRCs of leave, for the availability of leave. To allow leave balances to go negative, you must select the Allow Negative Balance check box on the Leave Plan Table, which is part of the Benefits system. The Maximum Negative Hours Allowed (MAX_NEG_HRS) field then becomes available for data entry, and you can specify the maximum negative hours allowed under the Leave Plan. This field remains hidden if the Time and Labor application is not selected on the Installation Table.

This sub-process can be broken down as follows:

To calculate leave balance:

  1. Check the Time and Labor Installation Table.

    The system checks the Time and Labor Installation Table to see whether leave balance validation has been selected. The user can select Online Only validation, Batch Only validation, Both Online and Batch validation, or None. If Both or Batch Only has been selected, Time Administration validates leave time.

  2. Check the TRCs on the IPT Table against settings on the TRC Table.

    The system checks the TRC on the Intermediate Payable Time Table TL_IPT1 against the TRC Table TL_TRCPGELE_TBL for valid TRCs for the workgroup, and for the Comp Leave Indicator on TL_TRC_TBL. This subprocess runs for those TRCs you have defined as having an affect on comp/leave of Leave Taken on the TRC Setup page.

  3. Check the Leave Accrual Table to calculate available hours.

    The system checks the Leave Accrual Table to calculate available hours using the following formula:

    Field or Control Description

    Available Hours =

    Hours 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 sold

  4. Check reported leave against the available balance.

    The system checks reported leave against the available balance as follows:

    If available hours + negative hours allowed is less than reported comp time taken, the system writes a high severity exception to the Exceptions Table. If this is not the case, the system continues processing.

Check Comp Time Balance

This subprocess determines whether there is a sufficient balance to cover the compensatory time hours recorded on the TL_IPT1 Table for each time reporter. If there is an insufficient balance, the system writes an exception to the Exceptions Table. If the balance is sufficient, the system updates the Payable Time Table.

For the setup to be valid for compensatory time processing to occur, note the following:

  1. The Comp TRC must be active and have a Comp/Leave Indicator of either Comp Earned (CT Earned) or Comp Taken (CT Taken).

  2. The Comp TRC must be of an Hours TRC Type.

  3. The Comp Time TRC must be in the time reporter's TRC Program.

  4. The Comp Time TRC must be associated to the time reporter's Compensatory Time Off Plan.

  5. You must have defined the appropriate limits on the time reporter's Compensatory Time Off Plan.

This sub-process can be broken down as follows:

To calculate compensatory time balance:

  1. Check Time and Labor Installation Table.

    The system checks the TL Installation Table (TL_INSTALLATION) to see if Comp Balance validation has been selected. The user can select Online Only validation, Batch Only validation, Both Online and Batch validation, or None. If either Batch Only or Both is selected, Time Administration validates comp time.

  2. Check TRCs on IPT Table against settings on TRC Table.

    The system checks TRCs on the Intermediate Payable Time Table TL_IPT1 against TL_TRCPGELE_TBL for valid TRCs in the TRC Program, and TL_TRC_TBL for the Comp Leave Indicator on the TRC Table. For those TRCs defined as affecting CT Earned (Comp Time Earned) or CT Taken (Comp Time Taken) on the TRC Setup page, Time Administration processes them against the Time Reporter's comp plan.

  3. Calculate available hours.

  4. Load Compensatory Time Off rows into Comp Leave table (TL_COMPLEAV_TBL). The system summarizes the time for each day for Comp Time Earned and Taken , calculates the expiration dates for the earned rows, and loads the time into the TL_COMPLEAV_TBL with the End Balance=0.

  5. Calculate the end balance for each day.

    The system calculates the end balance for each day by taking into consideration the comp time hours earned, hours taken, and hours expired for each day and then updates the end balance on the TL_COMPLEAV_TBL.

  6. Check comp time taken against available balance.

    The system then checks to see if the reported Comp Time Taken is more than the available hours:

    If reported Comp Time Taken is greater than the available hours plus negative hours allowed, the system writes a high-severity exception to the Exceptions Table. If the balance is sufficient to cover comp hours earned, and Payable Time is not yet updated, the system inserts a new row of data into TL_PAYABLE_TIME for the applicable TRCs.

  7. Calculate comp time earned.

  8. Check comp time earned against available balance.

    The system checks to see if the reported Comp Time earned is more than the available hours:

    If reported Comp Time Earned is greater than the available hours, the system writes a high-severity exception to the Exceptions Table. If the balance is sufficient to cover comp hours earned, and Payable Time is not yet updated, the system inserts a new row of data into TL_PAYABLE_TIME.

Important:

Comp Time exception TLX00001 must be set to 'high' severity. A 'low' or 'medium' severity exception can create payable time. However, if the time reporter is reporting a comp TRC that is not in his comp plan, this is still an exception. Although the system can create the payable time, it cannot update the comp time balance. Therefore keep the severity of this exception as "High."

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