The Employee Vacation/Leave Reconciliation Report will compare information on the vacation screen (considered to be vacations that have been approved) with vacation absences (those considered to be taken) entered into HR and report any discrepancies. It will also report any discrepancies that exist between leaves and their absences. The two issues reported are:
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Vacation has been approved but not taken (not logged in the absence system).
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Vacation taken (logged as an absence) without approval.
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A leave has been approved but not taken (not logged in the absence system).
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An absence requiring approval is missing a leave.
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The total time on a leave does not match to total absences.
Reconciliation of records can be done by year, date range, employee category and bargaining unit. Any absences missing vacation/leave approval or vacation/leave approvals missing absences will be reported based on the prompt responses.
The report can be sorted by employee name or number.
The information can be optionally exported into a mail merge file.
Vacation Checking
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The report makes two passes through absence/leave records. It first scans through all absences that have a vacation absence code and searches for the corresponding vacation approval.
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In the second pass, the function reads through all vacation approvals to make sure that all the proper absences have been logged.
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Because of the difficulty in translating hours to days, the system makes no attempt to reconcile the hours logged as absences to the vacation days approved.
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The report contains following information: Employee name and number, absence date, absence days, vacation from and to dates, vacation days and description of the discrepancy. If a vacation has been approved but not logged as an absence, the absence date will appear enclosed by opening and closing angle brackets. For example, if a vacation day has been approved for 10-Jan-2005, but no vacation absence had been logged for that date, then the absence date would appear as <10-Jan-2005>.
Check Vacations/Leaves/Both
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Enter 'V' to reconcile vacations only.
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Enter 'L' to reconcile absences only.
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Enter 'B' to reconcile both vacations and leaves.
Vacation Absence Code
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Enter the absence code for vacation absences.
Vacation Year
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Enter a valid 4 digit year for which the vacation information is to be checked.
Leave Absence Codes
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Enter up to 10 absences codes. When checking leaves and their absences, only those leaves/absences with matching absence code(s) will be selected. If no leave absence codes are entered, all eligible leaves and absences will be considered for reporting.
This prompt will only be activated if you have chosen to reconcile leaves
Uninterfaced Leaves
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Enter 'Y' to consider un-interfaced leaves for reporting. An un-interfaced leave is one where the time used is less than the total leave time requested.
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Enter 'N' to consider both interfaced and un-interfaced leaves for reporting.
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Enter 'G' to consider only leaves where the time used is greater than the total leave time requested for reporting.
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Enter 'O' to consider only fully interfaced leaves for reporting.
This Prompt Will Only Be Activated If You Have Chosen To Reconcile Leaves
Interfaceable Absences
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Enter 'Y' to consider those absences that are supposed to be interfaced into payroll for reporting.
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Enter 'N' to consider all absences for reporting.
Uninterfaced Absences
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Enter 'Y' to consider un-interfaced absences only. An un-interfaced absence is one that has not yet been interfaced into payroll.
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Enter 'N' to consider both interfaced and un-interfaced absences for reporting.
Date Range
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Enter a valid date range in (YY)YYMMDD format to select absence/leave records based on absence /leave date. All absence/leave records within the specified date range will be considered for reconciliation.
Employee Categories
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Enter up to 10 Employee Categories. Absences/Leaves for employees matching the entered Categories will be considered for reporting. If no Categories are entered, all absence/leaves will be considered for reporting.
Employee Bargaining Units
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Enter up to 10 Bargaining Units. Absences/Leaves for employees matching the entered Bargaining Units will be considered for reporting. If no bargaining units are entered, all absences/leaves will be considered for reporting.
Problems To Check For
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Enter '1' to reconcile existing absences with corresponding vacation or leave approvals.
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Enter '2' to reconcile existing vacation and leave approvals with corresponding absences.
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Enter '3' to reconcile existing absences with corresponding vacation/leave approvals and Vacation/leave approvals with corresponding absences.
Only Display Problems
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Enter 'Y' to show vacation absences or approvals that cannot be reconciled.
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Enter 'N' to show all vacation absence and approval information.
Display Abs In Hours/Days
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Enter 'D' to show the vacation absence units in days.
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Enter 'H' to show the vacation absence units in hours.
Report/Merge
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Enter R to prepare the employee vacation report.
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Enter M to create a merge (export) file containing report fields.
Employee Sort
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Enter A to sort employees alphabetically by Name.
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Enter N to sort employees numerically by Employee Number.
Employee Selection
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Enter A to consider all employees for selection.
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Enter S to enter selected employees individually.
Report Title
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Enter an appropriate title for the report. This title will show on all page headers.