Year-End Leave Reset Thank you for joining us today! The webinar will begin shortly.
Year-End Leave Reset - cdnedge.viewpointcs.com Vist… · Year-End Leave Reset Thank you for joining us today! The webinar will begin shortly. Year-End Leave Reset Presented by: Christin
Thank you for joining us today!The webinar will begin shortly.
Year-End Leave ResetPresented by:Christin Garey
Application Support Specialist
Pam MorganApplication Support Specialist
Follow along with the slide deck and notes.
Presenter
Presentation Notes
New this year, we are organizing all year-end resources on Clearview. If you go to Products > click Vista, then Select Year-end from the menu. This is where you can find the slide deck for this presentation and later today, the recording of this webinar.
Submitting Questions
In the “Send to:” drop down,select Pam
Type question in the text field
Click Send to submit question
Questions will be answered at the end of the presentation
Pam
Leave Reset for the New Year
The same steps can be applied for a fiscal year reset of leave codes.
This webinar will demonstrate:
How to reset leave codes based on calendar year reset, when the pay period ends weekly
How the reset affects your year-end reports for leave
What areLeave Code Resets and Accruals?
Leave Code Reset is the system giving theemployee a fresh start for the New Year.
Leave Code Accrual is the process the system adds to the available balance based on PR Employee Leave setup.
Presenter
Presentation Notes
Reset is going to reset your accrual back to 0.00 and reset the available balance to 0.00 or what the denoted carry over limit is PR Employee Leave. Accrual is going to bank the allotted hours to the employee’s available balance including the amount allowed to carry over.
1st Pay Period of 2017Begins: Monday 12/26/16 Ends: Sunday 01/01/17
Presenter
Presentation Notes
Update Calendar to December 2016
Pay PeriodControl
Employee #818 –Hakeem Lyons has scheduled vacation for 12/27/16 -12/30/16.
12/26/16 is paid Holiday for all employees.
The first day of the pay period starts on 12/26/16 and ends on 01/01/17.
Presenter
Presentation Notes
Pay Period Control set up Hakeem has vacation schedule for 12/27-1/1 with 12/26 being a paid holiday for all employees
2016 PTOTue 12/27Wed 12/28
If you track Holiday separately from PTO, you should reset the Holiday Leave code after the last payroll week ending 1/1/17.
2016 Holiday Mon 12/26 Thurs 12/29
Fri 12/30
Presenter
Presentation Notes
Timecard Report – 1 day of Holiday and 4 days of PTO fall in 2016 **Holiday pay – if you track Holidays with a separate leave code, you should reset the Holiday leave code after processing the last payroll week ending 1/1/17
Holiday Pay – tracked separate from PTO
If you track your Holiday pay with a different leave code:
Run the reset for the Holiday code after you process the last payroll of the year – week ending 1/1/17.
Use Reset date 12/31/16 and Accrual date 1/1/17 if youdo not want to have a reset date conflict (if January 1 is tracked as a holiday) when you process usage for week ending 1/8/17.
Remember when running the reset and 2017 holiday accrual to select the Holiday leave code – you don’t want to reset all your leave codes with this date.
Presenter
Presentation Notes
If you track your Holiday pay with a different leave code, you will want to run the leave reset for the Holiday code after you have finished processing PR for W/E 1/1/17. You will want to use a reset date of 12/31/16 and accrual date of 1/1/17 if you do not want any date conflict, if 1/1 is tracked as a holiday, when processing usage for W/E 1/8/17 Remember when running reset and 2017 Holiday accrual to select the Holiday Leave code ONLY, so you do not reset all of your leave codes with this date.
Should I process usage for 2016 PTO and 2017 usage?
You don’t have to process usage in this multiple step process to capture usage in the appropriate year – if you choose to process the last pay period of the year in 2017, your YTD will not reflect only 2017.
If you print the Available Balance on the employee’s checks – the YTD will not be correct because you are including 2016 usage in 2017
No
Presenter
Presentation Notes
The first example shows how the reports reflect running the usage, reset and accrual in the first month of the Year, regardless of when the PTO was taken.
#818 – Hakeem Lyons - PR Employee Leave set up
Fixed Accruals OverridesHakeem receives 120.00
per Year
Fixed Accruals OverridesMust reflect the amount ofFixed Accrual Override
Available BalanceLimit = 180.00, Hakeem
can only accrue 120.00 per
year, but is only allowed tocarry 60.00 from prioryear – he is allowed tohave 180.00 hoursavailable
Presenter
Presentation Notes
So here we see Hakeem receives 120 hrs per year and is able to carryover 60 hrs of PTO to the new year. With the 120 he is able to accrual plus the 60 he is able to carryover, Hakeem is able to have a current balance of 180 hrs.
PR Employee Leave History Detail Report before processing
The current Available Balance is 200.00, and the employee is only allowed to carryover 40.00 of unused PTO. The employee will “lose” 136 hours of unused PTO
This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Mon 12/29/14 thru 01/02/15.
Before you begin…
…have a PR Employee Leave History Detail report to review after each step.
In the Report launcher:1. Enter Employee Number2. Enter Leave Code (no dates)3. Preview report4. Minimize report
Check the report after each of the processes5. Restore the minimized report6. Click Refresh button
Presenter
Presentation Notes
Before you being any reset/accrual steps, you want to have the PR Employee Leave History Detail report open to review after each step, to run the report in the report launcher, enter the employee’s #, leave code with no dates, preview and minimize the report. You want to be sure to check the employee balance prior to and after each step to assure it is getting updated accordingly
PR Employee Leave History Detail Report before processing
This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Tues 12/27/16 thru 12/30/16.
Presenter
Presentation Notes
The first 2 lines on the history report are the 2016 beginning balance accrual and usage from 2015 reset and accrual. From here we can see this employee has 56 available hrs of PTO. Now, remember for our example, Hakeem has 32 hrs of PTO schedule from 12/27-12/30.
PR Employee Leave History Detail Report before processing
The current Available Balance is 24.00, and the employee is only allowed to carryover 24.00 of unused PTO.
Presenter
Presentation Notes
After PR has been processed, we have refreshed our PR Employee History Detail Report and see Hakeem’s usage for 12/27-12/30 has been posted, leaving him with an available balance of 24 hrs, allowing all 24 hrs to be carried over as his PR Employee Leave set up states he can carry over up to 60 hrs from the previous year.
1. Open a Leave Code Reset batch for12/16
2. Check boxes:Reset Accrual amounts to 0.00Reset Available Balances to Carryover Limit
3. Select Leave Code
4. Click Update
5. Click Validate & Post batch
How to Reset Leave
Presenter
Presentation Notes
Open the PR Leave Code Reset form, enter Batch Month 12/16 and click OK. Check both boxes on the left side of the form – Reset Accrual Amounts (sets Accrual Limit 1 to 0 – ready to accrue for New Year) to 0.00 and Reset Available Balances to Carryover Limit (this verifies what is the allowed carryover amount, in this example – The employee is only allowed to carryover 60.00,), select Reset date of 12/31/16, Select Leave Code – F4 for list or type in code, and click on the Update button. You can post the batch by clicking on File, then Process, Validate & Post (printing/saving audit reports if you like) or after Update – close the form and go to the PR Leave Entry form to review the reset for each employee.
1. Open PR Leave Entry2. Select Use an existing batch3. Locate Batch # in grid4. Click OK
How to Reset Leave
Presenter
Presentation Notes
To open your leave reset batch in PR Leave Entry, open PR Leave Entry > Use an existing batch > locate your batch in the grid and click OK
Presenter
Presentation Notes
Review your batch, in reviewing the batch, you will the accrual limits are being reset from 120 to 0 and the employee available balance is being set to 24, which are our carry over hrs from 2016. Once done reviewing the batch, File > Process Batch > Validate and Post
PR Employee Leave History Detail Report after running Leave Code Reset
Presenter
Presentation Notes
After the reset is posted, refresh the History Detail Report, you will see the Current Available Balance is 24.00 – because we selected the box “Reset Available Balance to Carry Over Limit”. The Carry Over of 24.00 reflects what the employee had unused up to maximum amount that can be carried over from last year. In the Date Range section of the report – displays the “to date” amounts (remember we did not restrict by any dates – ran this report ‘wide open’).
How to Process Accrual for 2017
1. Go to PR Auto Leave Accrual/Usage form
2. Open a 01/17 batch forthe 2017 accrual
Presenter
Presentation Notes
Go to PR Auto Leave Accrual/Usage form and open a 01/17 batch for the 2017 accrual.
3. Check the Update Fixed Accruals box
4. Enter Accrual Date of 1/1/17
Reminder – cannot have activity on same date as Leave Code Reset
5. Post this batch from this form
6. Refresh your Leave History Detail report
How to Process Accrual for 2017
Presenter
Presentation Notes
Check the Update Fixed Accruals box, enter Accrual Date of 1/1/17 (*reminder – cannot have activity on same date as Leave Code Reset). You can post this batch from this form, or open the accrual batch in PR Leave Entry, once posted refresh your Leave History Detail report.
You are now done withthis reset and accrual Process
The Current Available Balance shows on the employee’s Paycheck
1. Refresh History Detail report
Review the PR Employee leave history Detail Report
Presenter
Presentation Notes
Refresh your Leave History Detail Report – you will see the accrual posted for 2017. The employee’s available balance is now 144 hrs, he carried over 24 hrs of unused PTO from 2016 and received 120 hrs for 2017. The Current Available Balance is what shows on the employee’s Paycheck.
Posting usage in multi-year payroll
1. Process usage for only 2016
2. Run the Leave Code reset
3. Process 2017 accruals
4. Process usage for only 2017
Pay Period Control
Employee #817–Cookie Lyons has scheduled vacation for 12/29/16 -01/03/17.
01/02/17 is paid holiday for all employees
The first day of the pay period starts on 12/29/16 and ends on 01/04/17.
Presenter
Presentation Notes
Pay Period Control set up Cookie has PTO schedule from 12/29 & 12/30; 1/3 & ¼ With 1/2/17 being a paid Holiday for all employees
2017 PTO Tues 1/3Wed 1/4
If you track Holiday separately from PTO, you should reset the Holiday Leave code after the last payroll week ending 12/28/16.
2016 PTOThurs 12/29Fri 12/30
2017 Holiday Mon 1/2
Presenter
Presentation Notes
Timecard Report – 2 days of PTO fall in 2016, 1 day of Holiday in 2017 and 1 day of PTO in 2017 **Holiday pay – if you track Holidays with a separate leave code, you should reset the Holiday leave code after processing the last payroll week ending 12/28/16
PR Employee Leave History Detail Report before processing
The current Available Balance is 200.00, and the employee is only allowed to carryover 40.00 of unused PTO. The employee will “lose” 136 hours of unused PTO
This employee has not used any PTO as of the day this report was ran, but the employee does have PTO Scheduled for Mon 12/29/14 thru 01/02/15.
Before you begin…
…have a PR Employee Leave History Detail report to review after each step.
In the Report launcher:1. Enter Employee Number2. Enter Leave Code (no dates)3. Preview report4. Minimize report
Check the report after each of the processes5. Restore the minimized report6. Click Refresh button
Presenter
Presentation Notes
Again, before you being any reset/accrual steps, you want to have the PR Employee Leave History Detail report open to review after each step, to run the report in the report launcher, enter the employee’s #, leave code with no dates, preview and minimize the report. You want to be sure to check the employee balance prior to and after each step to assure it is getting updated accordingly
1. Open a PR Auto Leave Accrual/Usage batch for 12/16
2. Check the box to “Use Pay Period..”
3. Enter your PR Group
4. Enter Beginning PR End Date
5. Enter Ending PR Ending Date – enter the date of the Pay Period End
6. Click Update
When you get the message:“Entry(s) added to your batch”
7. Close the message
8. Close Auto Leave Accrual/Usage form
Process Usage for 2016
Presenter
Presentation Notes
First we want to process the usage for 2016; create a batch in PR Auto Accrual/Usage for 12/16; check the box to “Use Pay Period…”, enter PR Group and PR Ending Dates. You can leave the “Delete any existing..” box checked, this box is meant to be use like a delete and replace, so you have already ran and posted leave for the denoted PPE, the system will add a Delete record along with an Add record to your leave batch. Click update, close the message “Entry(s) added to batch.” and close the Auto Leave Accrual/Usage form.
When working on December 2016 usage only
1. Highlight the entire lines with date 01/02-04/17
2. Click the Red X at the top of the form to delete from our batch
Presenter
Presentation Notes
In the Leave Entry batch, you will see the Usage detail lines with dates 12/29/16, 12/30/16, 1/3/17 & 1/4/17. We are processing the December 2016 usage at this time, highlight the entire line of usage on 1/3/17 & 1/4/17 and click on your Red X at the top of the form.
When working on December 2016 usage only
3. Click Yes
Presenter
Presentation Notes
You will get a message – Delete this sequence? Yes – we are deleting January usage and processing only December usage at this time
The only details in the batch is for PTO (Usage) taken on 12/29-12/30.
4. Post this batch
Presenter
Presentation Notes
Now you should see only December 2016 usage in your batch is adjusting the available balance by -16 hrs for 12/29 & 12/26. Post this batch
Presenter
Presentation Notes
Refresh your Leave History Detail Report – you will see the usage posted to 12/16. After posting this usage – the Available Balance is 79.00, however this employee is only allowed to carryover 40 hrs to the New Year therefore when the reset is done she will lose 39 hrs of unused PTO. Now, you are ready to run the leave code reset for 2016.
Run the Leave Code Reset for 12/31/16
1. Select both “Reset” boxes2. Select the Leave Code3. Click Update4. You can post from this
form:1. Click File2. Select Process3. Click Validate4. Click Post
Presenter
Presentation Notes
Open PR Leave Code Reset, create batch for 12/16. Select both reset accruals amounts and reset available balance to carryover limit. You do not want to have the ‘Delete any reset…’ box checked at this time. You check this box to reverse leave reset transaction already posted with the denoted reset date. Enter Reset Date as 12/31/16, select your leave code and click update. You can also close the form after clicking Update and post on from the Leave Entry form
Presenter
Presentation Notes
After posting the Leave Code Reset, refresh your Leave History Detail report You will now see the result of the reset. This employee lost 39 hrs of unused PTO and her current available is now the carryover limit based her setup in PR Employee Leave. You are ready to run the accrual for 2017.
Now we are ready for final step – process 2017 usage
1. Create PR Auto Leave Accrual/Usage batch in 01/17
2. Click OK
3. Check Updated Fixed Accruals
4. Enter Accrual Date
5. Select Leave Code
6. Click Update
How to Update Fixed Accruals
Presenter
Presentation Notes
You can post the 2017 Accrual from this screen OR: after clicking Update, you can close and go to PR Leave Entry form to review the accrual employee by employee
Presenter
Presentation Notes
After posting the Leave Code Accrual, refresh your Leave History Detail report You will now see the result of the accrual. The employee available balance is now 120 hrs, she carried over 40 hr of unused PTO from 2016 and received 80 hrs for 2017. Now you are ready to post usage for 2017.
Process 2017 Usage
1. Go to PR Auto Leave Accrual/Usage
2. Open a 01/17 batch
3. Check box – Use Pay Periodearnings to update Leave usageand rate based accruals
4. Enter the Beginning & Ending Pay Period
5. Click Update
You will receive a warning
6. Click Yes
After the batch is created, close this form and go to PR Leave Entry
Presenter
Presentation Notes
Now we want to process the usage for 2017; create a batch in PR Auto Accrual/Usage for 1/17; check the box to “Use Pay Period…”, enter PR Group and PR Ending Dates. Click update, you will receive a warning message, click Yes. After the batch is created, close the Auto Accrual/Usage form and open batch in PR Leave Entry.
Remove Past Year Usage in Leave Entry Form:1. Highlight the December usage2. Click Red X to delete
Presenter
Presentation Notes
In the Leave Entry form, highlight the December 2016 usage (must hi-light the entire line) and delete using the Red X at the top of the form, you should now only see January 2017 usage. Post the batch.
1. Refresh theLeave HistoryDetail report
2. Click Refreshbutton
3. Review thedata
Presenter
Presentation Notes
After posting the usage, refresh your Leave History Detail report You will now see the result of the usage. The employee available balance is now 104 hrs, as she used 16 hrs of PTO on 1/3 and 1/4/17.
Things To Remember:
Run PR Employee History Detail Report prior to starting Year-End Leave Reset and refresh after each step to ensure Employee’s balance is accurate.
The Leave Code Reset Date and Leave Accrual Date cannot be the same.
The Leave Accrual Date must be one (1) day after your reset.
You should review your Leave Reset and Accrual batches in PR Leave Entry prior to posting.
Questions??
Additional Questions??
Presenter
Presentation Notes
Like I mentioned at the beginning |new this year | we are organizing all year-end resources on Clearview | You can go to Products | click Vista | then Select Year-end from the menu | this is where you can find all things Year-End | and soon | the recording of this webinar | Our year-end library is growing | so check back often.
Year-End Resources
Presenter
Presentation Notes
There are multiple ways to access the year-end resources page… 1. Click the Year-End banner
Where to go from here…
Presenter
Presentation Notes
Enter text into the global search; here you can also search and find the VLC training on leave code setup in case you have any changes for the New Year and would like a refresher. or
Where to go from here…
Presenter
Presentation Notes
On the Request Support Page, there is a link after you select the product
