Automatic Checks¶
There is a number of automatic check functions built into the Pay screen. These are: Paid Hours, Paid Dollars, Year End Leave Check, Leave Over Accrual & Termination Check.
Paid Hours¶
Where the paid hours (as displayed in the Actual Hours) field differ from the Standard Hours for the employee (Contracted Hours/Week * # Weeks) by more than the percentage set at the Std $ Allowable % Difference field in screen an alert will be triggered.
Paid Dollars¶
Where the dollar values of a pay is greater than the value of the Standard Pay by more than the percentage set at the Std $ Allowable % Difference field in screen an alert will be triggered.
Year End Leave Check¶
Where either the Leave Accrual or the Leave Qualifying Hours in the Current Leave Year are not equal to the amounts specified in the Leave Definition, the Year End Leave Check screen(s) [One for each affected Leave Type] will be displayed. This provides an opportunity to review the leave accrued during the Leave Year. You will need to take steps to rectify any anomalies.
You have two possible courses of action. You may abandon the possible Leave Accrual or you may add the Leave Accrual to the Next Year Leave Accrual.
The screen has displays for both Under and Over accrual. One or the other but not both will be active.
Under Accrual has two rows of information. One for Leave Hours Accrued and one for Leave Qualifying Hours.
| Maximum Per Leave Year: | |
|---|---|
| This displays the maximum for any one Leave Year. | |
| Closing Year Total: | |
| This displays the Accrued Leave and Qualifying Hours for the Leave Year. | |
| Required For Closing Leave Year: | |
| This displays the difference between Closing Year Totals and the Maximum Leave Per Leave Year. The amount that may be missing. | |
| Amount To Accrue: | |
| You may edit these fields. Any amounts entered here are in effect a donation. This would be legitimate where, for example, some Qualifying Hours had been missed through the year. | |
| Amount to Move From New Year: | |
| You may edit these fields. These are the amounts that will be moved from the next year. This may be the correct course of action where an employee commences work at the very end of a pay period and consequently the first Leave Year is completed before the employee has worked the normal number of pay periods for a full Leave Year. | |
Over Accrual has one row of information, which is Leave Qualifying Hours.
| Maximum Per Leave Year: | |
|---|---|
| This displays the maximum Leave Qualifying Hours for any one Leave Year. | |
| Closing Leave Year Total: | |
| This displays the Leave Qualifying Hours for the Leave Year. | |
| Extra From Closing Year: | |
| This displays the difference between Closing Year Total and the Maximum Leave Per Leave Year. | |
| Amount To Reduce: | |
| You may edit this field. This is the amount of Leave Qualifying Hours that will be “thrown away”. This may well be the correct procedure where an employee has simply worked too many hours in the Year. Lots of overtime for example. | |
| Amount to Move: | You may edit this field. This is the amount of Leave Qualifying Hours that will be moved to the next year. This is a not uncommon occurrence. It tends to happen where an employee takes leave at the end of the Leave Year. This can generate excessive Leave Hours for the Leave Year just closing and it is legitimate and correct to accrue these in the next Leave Year rather than just throwing them away. |
Buttons There are two buttons at the bottom of the screen.
| Accrue: | Click this button the save any changes made. |
|---|---|
| Close: | Click this button the exit without saving any changes made. |
Leave Over Accrual¶
Where the Leave Hours in the Current Leave Year become greater than the employee maximum specified in Screen 2 General Leave Details # 2 screen in Leave Definition this alert will be displayed. It does require some action on your part.
You may abandon the extra Leave Hours or you may add the extra Leave Hours to the Next Year Leave Hours Total. In the latter case the excess Leave Qualifying Hours are added into the next year Leave Qualifying Hours total also.
The screen will show you the following fields.
| Maximum Leave Per Leave Year: | |
|---|---|
This displays the maximum number of Leave Qualifying Hours that would normally occur in the Leave Year. |
|
| Year To Date Qualifying [YTDQH]: | |
This displays the number of Leave Qualifying Hours that the employee has worked up to the start of this pay. |
|
| Qualifying This Pay [QHTP]: | |
This displays the number of Leave Qualifying Hours that the employee has worked for this pay. |
|
| Over Qualifying Hours: | |
This displays the difference between The total Qualifying Hours Year To Date [QHTP+YTDQH] and the Maximum Leave Per Leave Year. This may be distributed between Retain For Current Year and Donate To Next Year. |
|
| Retain For Current Year: | |
This is the amount of Leave Qualifying Hours that will be “thrown away”. This may well be the correct procedure where an employee has simply worked too many hours in the Year. Lots of overtime for example. |
|
| Donate To Next Year: | |
This is the amount of Leave Qualifying Hours that will be moved to the next year Leave Qualifying Hours. |
|
Note
This is a not uncommon occurrence. It tends to happen where an employee takes leave at the end of the Leave Year. This can generate excessive Leave Qualifying Hours for the Leave Year just closing and it is legitimate and correct to move these to the next Leave Year rather than just throwing them away.
Termination Check¶
The Termination Check will be triggered where the employee has a termination date set within the current pay period and then Termination Function has not been invoked.