The Leave Application screen is divided into two parts. The top is intended for application information, while the bottom is reserved for approval information. The information stored on the approval portion of the leave application will control how absences are interfaced into payroll.The Leave Application Additions module lets you add new leaves into the system.
Leave Application Information
Employee
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Enter the number of the employee to create a leave application for. Search to view/select the employee by last name.
Leave Type
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Enter a valid leave type code to represent the reason for the leave. Search for valid leave type codes.
Location
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Enter the location from which the employee is taking the leave. Search displays valid location codes.
Position
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Enter the position from which the employee is taking the leave. Search displays validate position codes.
Med Form
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Enter 'Y' if a medical form was completed or 'N' if it was/is not applicable.
Docs
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Enter 'Y' if the necessary documents were completed or 'N' if it was/is not applicable..
Start
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Enter the start date ((YY)YYMMDD) of the leave.
End
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Enter the end date ((YY)YYMMDD) of the leave.
WK Days MTWTFSS
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Enter the part of the day the employee will be on leave. Options are 'A' (AM), 'P' (PM) or 'F' (FULL DAY). Be sure to enter the day part letter under the correct day of the week.
Days
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Enter the number of days leave. The system will attempt to calculate this for you. The system omit statutory holidays, Saturdays and Sundays, teaching holidays and professional days according to the settings on the entered position.
Replacement Code
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Enter the applied replacement code. This field indicates whether or not a replacement is needed. Search displays valid replacement codes. This field can be left blank.
Cost Rule
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Enter the applied cost rule. This field is indicates how the absent employee is to be paid while on leave. Possible entries are paid, unpaid or cost of sub.
Comment
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Enter an applicable comment. This field is optional.
Leave Approval Information
Status
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Enter the status of the leave application
Code
Description
R
Requested
A
Approved
D
Denied
V
Under Review
C
Cancelled
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Approval Date
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Enter the date ((YY)YYMMDD) the leave application was approved.
Replacement Code
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Enter the approved replacement code to indicate whether or not a replacement employee will be provided.
Replacement Employee
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Enter the number of the replacement employee if applicable. Search to view and select an employee by last name. This field is NOT referenced in the costing or interface modules.
Approving Employee
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Enter the employee number that approved this leave application. Search to view and select an employee by last name. This field is optional.
Comment
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Enter a comment applicable to the approval. This information is picked up by the interface to Accounts Receivable and puts it into the description field in Accounts Receivable.
Cost Days and Cost Rule
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You have the ability to handle paying a leave 3 different ways. Example: If an employee is going on leave for 10 days, it is possible that 7 days will be paid, 3 days will not. If this is the case you can attach different COST RULES to different portions of the leave.
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In the Cost days fields, enter the number of days to cost out a certain way. In the cost rule fields, specify the Cost Rules to associate to each specified number of days.
Customer Number
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Enter the customer number paying for the leave where applicable. Search for a list of customers in the MAR system. This field is optional.
Approval Number
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Enter the applicable approval number (up to 10 alpha/numeric characters).
PO Number
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Enter the applicable purchase order numbers. This field need only be used where you intend to commit the funds required to pay for the leave.
Absence Cost Center
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Enter the specified cost center to charge this leave. This field is entered as an override to the cost center calculated automatically by the system. This cost center applies to the cost of the employee on leave.
Absence GL
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Enter the specified general ledger account to charge this leave. This field is entered as an override to the GL calculated automatically by the system. This GL applies to the cost of the employee on leave.
Replacement Cost Center
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Enter the specified cost centre to charge this leave. This field is entered as an override to the cost centre calculated automatically by the system. This cost centre applies to the cost of the employee who is replacing the employee on leave.
Replacement GL
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Enter the specified general ledger account to charge this leave. This field is entered as an override to the GL calculated automatically by the system. This GL applies to the cost of the employee who is replacing the employee on leave.
Supplemental Billing Info
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Enter the information to appear on the invoice when you run the leave of absence invoice interface. This information is picked up by the interface to MAR and copied to the description line for each item in MAR.
Field To Change
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Enter the number of the field you want to change.
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click on the HR Entitlement tab to view the employee's HR entitlements for the current absence code.
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Click on the Payroll entitlement tab to view the employees payroll storage bank balances for the current absence code.
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Click Copy to copy the detailed leave information from the currently displayed leave to the same employee for different dates or different employees for the same or different dates. This will speed up entry of leaves where the leave information is the same except for the employee number, location, position, dates and days. Let's say for example that you have a group of employees all attending the same workshop. Instead of entering the details for each employee, enter the details once, then click on copy, and then key in the employees that you want to mark on leave. You can override the leave location and position for each employee.
Employee
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Enter the number of the employee you want to create a leave for. Type in a portion of the employee's last name if you do not know the number. Then select from the list the employee you want. Once you are done entering employees you can leave this prompt blank and click on save.
Location
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Enter the location you want the leave to contain. Search displays valid location codes.
Position
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Enter the position that you want the leave to contain. Search displays valid position codes.
Start Date
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Enter the start date as (YY)YYMMDD.
End Date
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Enter the end date of the leave as (YY)YYMMDD.
MTWTFSS
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Enter the part of the day the employee will be on leave. Options are 'A' (AM), 'P' (PM) or 'F' (FULL DAY). Be sure to enter the day part letter under the correct day of the week.
Days
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Enter the number of days leave. The system will attempt to calculate this for you. The system omit statutory holidays, Saturdays and Sundays, teaching holidays and professional days according to the settings on the entered position.
Change/Create Leave(S)
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click on the field you want to change.
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click save to create the leaves entered above or click cancel to not create the leaves above. You will be returned to the main leave screen.