Set Up Leave for an Employee

Use the Leave Distribution window to enter or edit annual leave accrual values, modify leave balances, and redistribute leave accrual across pay periods.

If an employee doesn't show up in the Employee Payroll Information window, check to see that the employee is enabled and has an approved job/addendum and an approved deduction set.

Remember: All four steps to set up leave must be completed before you can set up leave for an individual employee.

Set up an employee's leave

1. Select Employee Payroll Information from the Payroll menu.

2. Check the box beside an employee name, and select the Leave Distribution command from the More menu in the top right corner of the window. The Leave Distribution window opens.

3. Click Show All to include all leave types in the Leave Types pull-down list and display the accrual schedule. Sample window
   Note: If you don't see any leave types, make sure you've assigned the employee to an employee group in Manage Employees.

4. Complete the fields as described.

   • Leave Type: Select the leave type you want to setup.

   • Annual Accrual: Enter the number of hours or days to be accrued this year for this type of leave.
     Note: You can enter a prorated accrual in this field, and then enter that value in a period in the grid below to show the earned amount. This action causes the leave to show as earned instead of as a new balance.

   • Balance: Enter the number of hours or days remaining to be used. For a new employee who hasn't been paid yet, enter an amount equal to the annual accrual amount. After initial setup, the system updates this number when payroll is processed as leave is used.

   • Leave Rate: Optional. This number is used for the Leave Liability Report.

   • Comment: Enter a description for any change to the leave distribution.

   • Adjustment Date: If changing the balance, enter the date you want to use for the adjustment.

5. The grid shows how the accrual of this leave type is distributed across the pay periods for this employee.

   • If you're adding this employee at the beginning of the year, click the Redistribute button at the bottom of the window. This action will fill in the Scheduled Accrual fields.

   • If adding or editing the employee during the middle of the year, manually enter or adjust values in the Scheduled Accrual fields for pay periods that are still available. Any rows that are grayed out are unavailable because they are for payroll periods that have passed.
     Note: The Current Distribution Sum — which is the sum of values in the Scheduled Accrual column — must equal the number in the Annual Accrual field.

6. Repeat steps 4 & 5 for other leave types as needed.

7. Click Save. The record is saved, and you're returned to the Employee Payroll Information window.

Continue with Specify Payment Plans

Return to Employee Payroll Information Overview