Employee Entitlement Menu

The Employee Entitlement Menu contains all the programs necessary to manage the absence, leave, and vacation entitlements for employees. An entitlement is the number of days that an employee is allowed to take off for a particular type of absence or leave. Included on this menu are the four standard maintenance modules and a report. Additionally, there are four processes designed to make the job of managing employee's entitlements easier.

The first step in using the entitlement system is setting up absence codes. These codes are used to represent any kind of absence from work. Typical uses for these codes include a wide variety of the most common absences, short and long term leaves, and vacation leaves. Once you have established the different types of absences you wish to track and control, you need to set up entitlement records for each employee. Each employee can and probably will have multiple entitlement records, one for each type of absence you are trying to track. It is also possible that a single employee will have, eventually, more than one entitlement record per absence type - one for each absence year. A separate entitlement record is maintained for each absence year. In this way you can be working on the next year's entitlements without messing up the current year. One of the four processes listed on the entitlement menu lets you carry over the unused portion of the previous year's entitlement into the current year if you so desire.

After setting up the absence codes, you will need to set up the absence year database. Each absence code will need an absence year defined. This is comprised of an absence code, year, description and start and end dates. Once this database has been established, you are ready to create employee entitlements.

There are two ways to create entitlement records for employees. The least complicated (but most time consuming) is the Entitlement Additions screen. In this screen you can add one entitlement at a time to an employee. While this method may be your only alternative in some circumstances, the more preferable and efficient way of creating entitlements is to run the Entitlement Creation Process followed by the Load Entitlement Process.

The Entitlement Creation Process creates entitlement records for groups of similar employees based on employee category, bargaining unit, department, position or location. This process creates entitlement records for the specified absence year and absence code and loads the table amount with either the seniority amount or a fixed input amount. This table amount is used in the Load Entitlement Process to calculate the entitlement amount based on the entitlement tables included on each absence code. Once the entitlement records are created, run the Entitlement Report to verify that the table unit field is set correctly. If is not, you modify it through Entitlement Changes. Once the table unit amounts are correct, run the Load Entitlement Process which will calculate and load the employee's entitlement amounts based on the entitlement table on the absence code.

Once the entitlement records have been created for the employees, can run the Load Used Process which will load the used field on the entitlement record the number of days actually used by the employee. At this point, the entitlement report is very valuable as it shows the employee's entitlement, amount used, and amount remaining.

At the end of the year, you can run the Load Carry Over Process which to load the remaining entitlement amount from the current year into the new year and added on to the regular entitlement.

The Absence System and the Leave Management System make use of the Entitlement System in several places. The Leave Management Maintenance modules have an option of viewing the employee's entitlement amount for a particular absence type so you can decide whether a leave approval should be granted. The Leave Application Forms module will print the employee's requested leave amount, entitlement amount, amount used, and amount remaining on a form to be given to management so that they can make the decision whether or not to approve a leave. The Bulk Leave Approval process also makes use of the entitlement information. Refer to the documentation under each module for further information.