PAY420 Leave Adjust Panel by 81eN6G

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									                                                                                                     Leave Adjustments Using the Adjustment Panel
                                                                      Section #: PAY 420 HR002




Description          This process describes the steps necessary to create a new position. This
                     process describes all the steps necessary to adjust sick and vacation
                     balances using the Leave Adjustment Panel. This is an alternative to
                     adjusting the employee’s Payline.

Conditions           Intro statement

                     Positions have been approved and budgeted.
                     The Department that the Position is in is on the Department Table and
                         Department Security Tree.
                     Position must be created in Position Data prior to hiring employees in that
                         position.
                        Position must be created in Position Data prior to associating an                 Formatted: Bullets and Numbering
                         account number to the position on the Department Budget Table. This
                         panel will serve as an audit trail to enable the end user to see when the
                         adjustment was made, why it was made and for how many hours.
                        The Leave Adjustment panel will not allow an adjustment to be made
                         that will cause a sick or vacation leave balance to go negative.
                        Some of the conditions under which this process would be used are:
                          Transfers from other institutions in which the employee is entitled
                            to balances available upon separation.;
                          Termination when the employee receives a vacation payout and
                            the sick leave balance must be initialized to zero to prevent
                            displaying on leave accrual reports and if the employee is rehired,
                            leave balances will begin accruing from zero.
                          Employees eligible for retirement that have remaining sick leave
                            balances can use these balances toward retirement credits.

Source Documents        Institution Specific Termination documentation (would reduce sick                 Formatted: Bullets and Numbering
                         hours, as vacation would be paid out).
                        Transfer from another institution (additional hours may be awarded to
                         an employee).
                        Retirement from an institution where sick hours may be applied
                         towards retirement.

Output Information   Adjusted leave balances on Leave Adjustment panel and Leave Adjustment
                     inquiry panelPosition record in database

                                    PROCEDURE
   PathProcedure     Go, Board of Regents, BOR-HR, Use, Leave Accrual AdjustmentsGo,
                     Develop Workforce, Manage Positions, Use, Position Data, Position
                     Location, Add




Page 1 of 3                                 Last Update Date: 09/28/1206/04/0106/04/0105/01/0104/27/0104/09/01
                                                                                              Leave Adjustments Using the Adjustment Panel
                                                               Section #: PAY 420 HR002




      Step 1      Enter the Leave Accrual Adjustments panel and enter the employee                 Formatted: Bullets and Numbering
                   (EmplID, Name or Social Security Number), whose Leave Balances
                   are to be adjusted.
                  All balances are shown on the right-hand side of the panel and are
                   viewed as of the Plan Type / Accrual (Process) Date

      Step 2      On the outer scroll bar, scroll down until the row with the most current         Formatted: Bullets and Numbering
                   Accrual Date for the Plan Type to be Adjusted is displayed.

      Step 3      On that row, click on the ‘+’ to ‘Add’ an Adjustment History entry               Formatted: Bullets and Numbering
                   (lower section of the panel).

      Step 4      Place cursor in the Hours Adjusted field and enter the number of hours           Formatted: Bullets and Numbering
                   to be adjusted. Enter the Adjustment Reason.
                  Save the panel
                  Tab out of the field and the Sequence number will be incremented by 1
                   for each entry entered.




Page 2 of 3                           Last Update Date: 09/28/1206/04/0106/04/0105/01/0104/27/0104/09/01
                                                                                                    Leave Adjustments Using the Adjustment Panel
                                                                     Section #: PAY 420 HR002




General                 Any adjustments entered and saved on this panel will only update the             Formatted: Bullets and Numbering

InformationGeneral       Unprocessed Data (Hours Adjusted), Accrual Totals (Hours Balance,
                         Hours Value) fields on this panel.
Information
                        Unprocessed Data will not update the Year-to-Date (Taken and
                         Adjusted) balances until after the Leave Accrual COBOL Process
                         (PSPACCRL) is executed at Month-End.
                        Positive Hours entered in the Hours Adjusted field
                         (HRS_ADJUST_UNPROC) will increase (ADD to) and Update the
                         following values:
                          Unprocessed Data – Hours Adjusted
                          Accrual Totals – Hours Balance
                          Accrual Totals - Hours Value upon Saving the panel.
                        Negative Hours entered in the Hours Adjusted field
                         (HRS_ADJUST_UNPROC) will decrease (SUBTRACT from) and
                         Update the following values:
                          Unprocessed Data – Hours Adjusted
                          Accrual Totals – Hours Balance
                          Accrual Totals - Hours Value upon Saving the panel.
                        If the value entered in the Hours Adjusted field causes a negative
                         balance to be displayed in the Accrual Totals - Hours Balance field, the
                         following error message, ’This adjustment would result in a remaining
                         balance less than 0’, will be displayed. NOTE: The Hours Balance
                         may be reduced to ‘0’.
                        If the employee does not currently have any leave balances available,
                         the error message ‘This employee does not have any leave balances’,
                         will be displayed.
                        Rows can only be inserted on the most current row of the Benefit
                         Program/Company/Plan Type/Accrual Date. If an end user attempts to
                         insert an adjustment on a history row (for a Plan Type), the following
                         error message, ‘You Can Only Insert Rows on the Most Recent Accrual
                         Process Date Record’ will be displayed.
                        Hours Adjusted AND an Adjustment Reason must be entered after
                         depressing the ‘+’ push button on the panel or the following error
                         message, ‘Field is required’ will be displayed.
                        .Each Adjustment entry (within a Benefit Program/Company/Plan
                         Type/Accrual Date row), must be saved before trying to ‘Add’ another
                         adjustment entry (for that Plan Type), or the following error message,
                         ‘You must save the current record before inserting a new adjustment
                         row’, will be displayed. (NOTE: You may enter Adjustment entries
                         for other Plan Types without saving, and then save the panel after ALL
                         adjustments have been entered).
                        Each Adjustment entry entered will increase the Sequence Number by
                         1.[Click here and type or delete]Take out if not applicable.




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