- Knowledge Base Categories:
- School Accounting System
- Payroll
Training Tidbit: Is there a report that shows the liability of leaves for employees?
Yes, print the Employee Leave Liability Report, accessed under the Reports menu in Payroll and then Employee Reports (PR). When generating the report, complete the Report Selection Description field with the desired format for the information to include on the report (see the available report selections below), and select the applicable employees and leaves to include.
For Leaves Tracked in Days:
• Posted Balance – Daily: Select Posted Balance – Daily as the Report Selection Description to print the available balance for the leave (from posted entries) for each employee, along with the daily rate and calculated liability.
• Posted Taken – Daily: Select Posted Taken – Daily as the Report Selection Description to print the number of units taken for the leave (from posted entries) for each employee, along with the daily rate and calculated liability.
• Total Balance – Daily: Select Total Balance – Daily as the Report Selection Description to print the total available balance for the leave (from unposted and posted entries) for each employee, along with the daily rate and calculated liability.
Note: For unit employees (those with Add type pay codes), the daily rate printed on the report reflects the Pay Rate from the Wages screen in the Employee File for the pay code tied to the leave (if there are multiple pay codes tied to a leave, the one with the highest pay rate is used); otherwise, the daily rate reflects the Pay Rate for the primary pay code (or the pay code with the highest pay rate if there is not a primary pay code). For contract employees (those with Contract type pay codes), the daily rate reflects the Absence Per Day from the Wages screen in the Employee File for the primary pay code; or if there is not a primary pay code, the daily rate reflects the Pay Rate from the Wages screen in the Employee File for the pay code tied to the leave if applicable or else the pay code with highest pay rate.
For Leaves Tracked in Hours:
• Posted Balance – Hourly: Select Posted Balance – Hourly as the Report Selection Description to print the available balance for the leave (from posted entries) for each employee, along with the hourly rate and calculated liability.
• Posted Taken – Hourly: Select Posted Taken – Hourly as the Report Selection Description to print the number of units taken for the leave (from posted entries) for each employee, along with the hourly rate and calculated liability.
• Total Balance – Hourly: Select Total Balance – Hourly as the Report Selection Description to print the total available balance for the leave (from unposted and posted entries) for each employee, along with the hourly rate and calculated liability.
Note: For unit employees (those with Add type pay codes), the hourly rate printed on the report reflects the Pay Rate from the Wages screen in the Employee File for the pay code tied to the leave (if there are multiple pay codes tied to a leave, the one with the highest pay rate is used); otherwise, the daily rate reflects the Pay Rate for the primary pay code (or the pay code with the highest pay rate if there is not a primary pay code). For contract employees (those with Contract type pay codes), the hourly rate is calculated differently depending on whether the Hours Per Day field or the Hours Per Payroll field is completed on the Wages screen for the primary pay code (or if there is not a primary pay code, the pay code tied to the leave if applicable or else the pay code with the highest pay rate)—if the contract pay code has the Hours Per Day field completed, the hourly rate reflects the Absence Per Day divided by the Hours Per Day, and if the Hours Per Payroll field is completed instead, the hourly rate reflects the Absence Per Day multiplied by the Total Days (which is the sum of the Regular Days and the Additional Days) divided by Total Payments, and then divided by the Hours Per Payroll.
See below for an example of the Employee Leave Liability Report generated for the Posted Balance – Hourly report selection for sick leave, which is tracked in hours in the lab data.
