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Payroll Leave Balance

Purpose: This module allows agencies to track user's leave time within the timekeeping tool.  

Cost: One-time fee of $2,100 to enable. 

Requirements: User forms and processes must be dynamic.

Setting Up (Site Administrators)

Step 1: Setup Timekeeping Categories

Review the Admin > Lookups > Timekeeping Categories lookup list. It will typically contain the following entries:
  • Sick Leave
  • Vacation Leave
  • Personal Leave
  • Additional Leave
  • Holiday Leave

Step 2: Setup Timekeeping Activity Types Tied to the Categories

Review the Admin > Lookups > Timekeeping Activity Types lookup list. There is typically one or more activity types for each timekeeping category in use. Some categories, for example, Additional Leave, may have multiple types.

Step 3: Setup Timeslip for Leave Time

A site needs a timeslip form that captures the leave Activity Types. This is often a separate timeslip process and form called "Add Leave Time".

Step 4: Setup a User Auxiliary Process and Form to capture Default Accrual Rates for Staff

Site administrators typically create an auxiliary process, and a form with the following fields:
  • FTE Percentage
  • Cap on Accrued Sick Leave
  • Monthly Sick Leave Accrual Rate
  • Cap on Accrued Vacation Hours
  • Monthly Vacation Time Accrual Rate
  • Yearly Personal Leave Accrual Rate
Having a separate auxiliary process allows restricting access to the form to certain user roles.

Site administrators may want to display these fields on the user profile page as read-only fields for information.

Entering and Viewing Leave Time (Staff)

Users enter leave time on the appropriate timeslip. This may be via an "Add Non Client Time" link, or more commonly an "Add Leave Time" link. A typical form looks like this:


Users can view their leave balances, broken out by leave type, by going to the Actions menu on the main Timekeeping page and clicking "Your Leave Time":

Posting Time and Accruing Leave Time (Fiscal Staff)

The person responsible for leave time allocations will need to periodically post time and validate that the correct number of hours were accrued by each user. The number of accrued hours can be changed at this point if needed.

Post Time

Go to the Admin > Post Time page to post timeslips through the applicable period.

Post Leave Time

Go to the Admin > Post Leave Hours page to view leave taken and to add (accrue) time for the period.