The Rollover Leave Balances command is part of the AptaFund FYE Rollover Process. Do not attempt to use this command without being familiar with this process. Refer to the AptaFund FYE User Guide for instructions. The latest version is in Team Support > Knowledge Base > AptaFund 4.1 Documents > Rollover > Fiscal Year End User Guide.
Refer to the Fiscal Year End Rollover Checklist for the order in which to perform the rollover functions.
The leave balance is subject to the Rollover Cap for the leave type as defined in Payroll Configuration. If the leave balance exceeds the rollover cap, the leave balance will be replaced with the rollover cap amount.
Employees are required to have at least one job/addendum in the Approved state in Manage Employees for the leave balances to roll over to the new accounting cycle.
If using employee groups for leave, the employee must be assigned to a group for that employee's leave to rollover.
If the employee has the default accrual amount in the old cycle, the employee will have the default amount in the new cycle.
If the employee’s accrual amount for a leave type is different than the default amount in either cycle, AptaFund retains this amount in the new cycle.
If the default accrual amount changes in the new cycle, all employees who use the default amount will receive the new cycle default amount.
If a leave balance already exists in the new accounting cycle, it will be updated with the leave balance from the old cycle, but only if no leave has been taken and no leave has accrued for the leave type in the new fiscal year.
A group can be rolled multiple times if there are issues rolling the leave for particular employees in the group; but an employee’s leave will be rolled only once. The task will receive the In Progress status on the Rollover Dashboard until it’s manually marked as complete.
Leave types must be rolled over.
Approve all employee jobs that will be using leave.
All employees must have a payroll cycle.
We recommend that you rollover leave balances after all pay registers have been paid in the old cycle and prior to processing any pay registers in the new cycle.
If you rollover balances before paying all pay registers in the old cycle and then create a normal or special register that affects leave balances, you will have to manually adjust the balances in the new cycle.
If you pay an employee in the new cycle before you rollover leave balances, the balance will not rollover from the old year to the new year for that employee.
While in the old cycle, open Payroll > Employee Payroll Information.
Select Rollover Leave Balances from the More menu, and the Rollover Leave Balances window opens.
Select the new accounting cycle from the New Cycles: list.
Optional. Select the Employee Group(s) you want to roll. Note: All groups will roll if none are selected.
Click OK. The process to rollover the leave balances will take some time, as AptaFund is calculating the leave distribution for each employee record that contains one or more Approved jobs/addenda in the new accounting cycle.
Once the rollover is complete, the Result window opens listing successes and failures.
Click Close when you're done reviewing the results.
Click the Switch to the current cycle link to verify the rollover.
Run the FYE Employee Leave Balance Rollover Report to review the results of the rollover. Note: Rolled over leave balances can be adjusted in Employee Payroll Information > Leave Distribution.
Return to Employee Payroll Information Overview
Return to Payroll Overview
Return to Fiscal Year End Rollover Checklist
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