How do I calculate leave time?

Calculate sick and vacation pay.

Leave time, also known as leave hours, includes sick pay and vacation pay for employees that are eligible for leave hours. Use Calculate Leave Time to process leave hours for employees. You can also use the report to review the leave hours, and then use Enter Leave Time Adjustments to enter corrections to leave time entries.

Watch a video

2019.08 or later supports multiple leave levels. Connect will create a transaction for each leave level. Watch a video (01m57s).

Calculating leave time

1. Open Payroll > Employees > Calculate Leave Time.

2. Set up the Selection Criteria (optional).

What is the selection criteria?

How do I add/remove fields to a selection criteria?

How do I define values in a selection criteria?

How do I search for an exact match?

How to use operators in the selection criteria?

22Jan2018

3. Select the Pay Codes.

You can filter the pay codes for calculating leave time.

Pay Codes

4. Select the Leave Rates.

You can filter the leave rates for calculating leave time.

Leave Rates

5. Select the report type.

You can print a report that shows the employees who have exceeded the accumulation limit or carryover limit, or you can print a report that shows the transaction detail.

Report type

Exceeds limit report

Detail report

6. Select the output option.

You can create transactions, print a report, or create transactions and print a report.

Print menu

What do you want to do?

I want to create transactions without printing a report. Select No Report from the Print menu.
I want to print a report without creating transactions. Select Report Only from the Print menu.
I want to create transactions AND print a report. Select Report from the Print menu.

6. Click GO (CTRL+G).

The leave hours are calculated.

2019.02, 2019Feb26

Warning messages

After you click GO (CTRL+G) to run the routine, you may receive one of these warning messages.

Check Issue Date: This warning displays on the screen when an employee has multiple checks with different check issue dates for the same pay period.
Over Accumulation Limit: This warning displays on the report when calculations cause an employee's total hours to exceed the leave rate's accumulation limit.
Over Carryover Limit: This warning displays on the report when calculations cause an employee's total hours to exceed the leave rate's carryover limit. See the help topic titled How do I fix the Over Carryover Limit warning?

Calculating leave time without creating leave time transactions

Change the Print option to Report Only to calculate leave time so you can review a report of the calculated leave time amounts before you update employee leave amounts.

Updated 21May2018

Fixing leave time entries

To fix these errors, review the list of computed leave time hours to verify the amounts that computed for each employee are correct.

If a leave time amount needs to be corrected:

1. Exit Calculate Leave Time.

2. Use Enter Leave Time Adjustments to enter the correction.

3. Print the Leave Time Accrual Register to verify the update.

Updated 08Mar2018

Can I turn off a leave accrual on a rate?

Watch a video to see how to turn off leave accrual (1m21s)

You have a few options to perform this task:

You can turn off a leave rate from calculating when you calculate leave time.
You can stop leave time accrual at the employee level using the options on the Pay Codes tab in Modify Existing Employees.
You can remove the employee from the leave level.

Updated 14Aug2018

Filtering by users who have exceeded leave time accumulation limit

You can sort the leave time report by users who have exceeded the leave time accumulation limit, users. When you select this option, the report will include

employees that have exceeded the accumulation limit on accrued hours limit, and
employees that have exceeded the carryover limit on the leave rate that is assigned to them.

Note: When this option is selected, the report will not include the transaction detail.