Setup 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.

1. Select Employee Payroll Information from the Payroll menu.

2. Check the box beside an employee name, and click the Leave Distribution button at the bottom of the window. The Leave Distribution window opens with information for the first In Use leave type displayed.

3. If there are no leave types displayed, click Show All to include all leave types in the Leave Types pull-down list.

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.

• 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.

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.
  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