Absent Employee Costing Module
The Absent Employee Costing Module loads employee absence records with the pay and costing information necessary to interface absences into the payroll system. This information includes pay period, function line number, pay code, shift code, occupation code, absence pay rate, cost center, and GL account. This module loads these fields by the following costing and pay rules which are defined below. This process must be run in final mode before the interface can be run.
Most of the information used by this program will come from the absent employee's function line(s). The system can either refer to the master function line only, find a specific function line based on leave rule cost type criteria, or it can prorate using all non-lump sum function lines. If your leave rule code is set up as a cost type '02', the system will use all non-lump sum function lines. Any other leave rule cost type will either use the master function line or find the function line that matches the criteria defined on the leave rule code. When the function line(s) has been determined, the rest of the information is calculated as follows.
The pay period is specified by you when you run this process.
The function line number is the number of the absent employee's function line that is used by this process.
The pay code by default, is taken from the function line. Normally, however, this pay code is overridden by entering 1 on the absence code. You can override the absence pay code by entering one on the leave cost rule code.
This shift code comes from the function line.
The occupation code, by default, comes from the function line. If the Use Position Occupation Code option in the Search Parameter Profile is set to 'Y' the position occupation code will be used.
The pay rate, by default, comes from the function line as well. You can override this with a fixed rate by entering 'Y' in the Use Fixed Rate field on the leave cost rule code.
The cost centre and general ledger number can come from a number of different sources. This source is determined by the Cost Type on the Leave Cost Rule Code. A Cost Type of 01, 02, 05 or 07 will use the costing information from the selected function line(s). A COST TYPE of 03 will use the costing info from the matched leave. A Cost Type of 04 will use the cost centre and GL specified on the absence, then the location, then function line until they are filled. A COST TYPE of 06 will use the costing information found on the location code.
You can tell the system to hold off processing absences until an approved leave has been entered into the system. This is done by setting field 09=APPROVAL on the absence code to 'Y'. When this field is set to 'Y' absences will be held until an approved leave of the same dates is found. When a leave is found, the settings on the leave (not the absence code) determine how the absence will be interfaced (paid, unpaid, costing info etc). Using the leave to control the interface of absences gives you greater control and assist in ensuring that absences are recorded properly.
If you choose to use leaves to control how/when your absences are interfaced, there are two reports to help you manage this. They are the Uninterfaced Leave Report (8,10) and the Uninterfaced Absence Report (8,11). Refer to the documentation on these two reports for more information on their purpose and use.
The Leave Cost Rule Code (sometimes referred to as just the Leave Rule Code) plays an important part in the absence interface. It determines many of the characteristics of how the interface works. For more information on this, refer to the manual documentation under Leave Cost Rule Code Additions.
If a valid GL account and/or cost centre has not been assigned to a record by this step then the missing code will be applied from the Error Cost Centre and Error GL Account fields from the Search Parameters Profile. These errors will be noted on a report produced by the costing program. These are intended to be used to correct the errors using the replacement employee maintenance module which will allow the you to apply the desired GL account and/or cost centre.
Important: This process creates a temporary file with all of the loaded pay information. The file assigned this temporary file is HRABI1.PERIOD_USER where PERIOD is the pay period, and USER is the username of the person running the program. Because the costing maintenance module, costing report, and interface all read this temporary file the same person must cost, maintain, report on, and interface the absence information. If one person runs the costing module, another will not be able to use any of the other options on the same absence information.
Pay Id
Enter the 4 character code identifying the payroll you wish to interface the absences into. Search to open a window displaying all valid payroll ID's.
Pay Period
Enter the 6 character pay period you wish to interface the absences into. Search to display all valid periods.
Pay Cycle
Enter a valid cycle code. Search to display all the valid pay cycles for the specified payroll. The cycle code is used as selection criteria to only choose employees with this cycle code on their function line.
Ending Date
Enter the end date (YYYMMDD or YYMMDD). This process will load the costing information onto all absences which occurred prior to and including the ending date.
Clerk
Enter the name of a clerk. This name is used to select only those absences for which the clerk is responsible. A clerk can be responsible for any number of schools. The clerk takes responsibility for school(s) by putting his/her name on the location code(s). Only those absences from the school(s) assigned to the clerk will be processed. This is field is optional. If left blank absences from all locations will be selected.
Units/Hours/FTE
This prompt refers to how you want the absent time amounts displayed on the report produced by this process.
Enter 'U' to display the time units that were entered into the system.
Enter 'H' to indicate to the system to convert all time units to hour units.
Enter 'F' to indicate to the system to convert all time units to day (FTE) units.
Employee Categories
Preliminary/Final Run
Enter 'P' to run this process in preliminary mode.
Enter 'F' to run it in final mode.
A preliminary run will only produce a report listing the tentative changes this process will make without actually updating the absence file. A final run will load the absence records with the costing data displayed on the report. This process Can be run in final mode over and over again until the records are interfaced. The only way interfaced records can be re-interfaced is by over riding the default to the below prompt.
Cost Interfaced Records
Enter 'N' to interface only those absences which have not already been interfaced.
Enter 'Y' to interface those records which have already been interfaced. Under most (if not all) circumstances, you should enter 'N' here.
Absence Locations
This option will allow you to run your costing reports by selected locations or leave blank to process all locations.
Employee Selection
Process Only Absences Not Requiring Interface
Enter 'Y' to process only those absences that do Not require interfacing. This lets you update the time used on employee leaves for absence that don't affect payroll.
Process If Unauthorized Week Or Unapproved Leave
N = Don’t Process if Unauthorized Week or Unapproved Leave.
W = Process Unauthorized Weeks. This option allows the user to run costing in preliminary or final mode. This is only relevant to absences that require authorization.
L = Process Unapproved Leaves. This option only allows the user to run costing in preliminary mode. This is only relevant to absences that require leave approval.