The Employee Vacation Addition screen lets record when employee's plan to take their vacations. As dates and date ranges are entered, the system keeps track of how many days are left based on their entitlement. Vacation days can be carried over from previous years to add to their base entitlement, and unused days can be carried forward to the next year.
The system has the ability to store historical, current and future year vacation information. The current year is defined in field Current Absence Year in the User Specific Parameters Profile. While you can report on several years worth of vacation information, you can only work on information from the current year. There is nothing stopping you from modifying the current absence year in the profile to either the past or future if you need to do this.
This screen requires that one and only one absence code is set up as a vacation absence code. This is done by setting the Type field to 'V'. The absence code so configured will be used to determine what entitlements are displayed on this screen. The entitlement amounts are taken from HR's entitlement system.
Employee
-
Enter the number of the employee to access. Search or enter a portion of the employee's last name to display all employees in the system.
Entitlements 1-5
-
The entitlements defined on the vacation absence code will display. You can enter these amounts from this screen or from the Entitlement Changes screen.
Carry Over
-
Enter the vacation amount unused and carried over from last year.
Advance/Cont [A/C]
Dollars 0.00
10-33 From To Days
-
Enter the vacation dates and/or date ranges and the corresponding number of days. If you enter a starting date without an ending date, the system interprets this to mean a single day. The system will load a default number of days based on the start and end dates you enter. Enter dates as YYYYMMD, YYMMDD or MMDD forms. Dates must be in the current absence year.
-
Each vacation can be applied to the previous, current or next year's entitlement. Unless otherwise indicated, all vacations are assumed to apply to the current year's entitlement. By pressing 1 of 2 Hot Keys while on the From, To, or Days fields, you can control which entitlement year is to be used.
-
<PF1>P = Previous Year's Entitlement
-
<PF1>C = Current Year's Entitlement
-
<PF1>N = Next Year's Entitlement
-
The <PF1> key can be mapped differently for each keyboard, but it is typically the <Num Lock> key. So, if you want to mark a vacation to be applied to the previous year's entitlement, move the cursor to the desired date field, press and hold down <PF1> and 'P'. Notice that 'P' is displayed on the right side of the Days field.
-
The entitlement year setting is used in the Absent Employee Costing Module to trigger the use of the different pay code – one for each year. The pay codes that will be used are defined in the Dispatch Search Parameter Profile.
Carry Forward
-
Enter the vacation amount (days) to be carried over to the next year.
-
Paid Out
-
Enter the vacation amount (days) the employee is to be paid out for unused vacation.
Field ## To Change/Timestamp/Merge
-
Enter 'T' to update the vacation record with the current date and time. (Useful if you only want to select currently dated vacation records on the Vacation Report.)
-
Enter 'M' to merge (export) the current employee's information to a delimited file. The 'Transfer File To Your PC' option will only work if you have an FTP client running on your personal client.
-
Enter 'Year
-
' to change the vacation year you are working with.