Year End Leave Services

Year End Leave Services


Leave Liability

Do the very words make you shutter? This can be a very tedious and time-consuming task. We also know it has an enormous impact on your planning and budget processes for the future. That’s why RDA is offering a service to calculate this on your behalf. RDA will customize your Leave Liability reporting to meet your individual needs. With our help, you’ll no longer have to maintain a separate spreadsheet to produce leave liability information to your auditors. RDA has the experience to customize reports based on your individual Leave formulas allowing you to easily and quickly provide accurate information to your auditors!

Whether we have helped you in the past with calculations or guidance or if you are new to the process, it would be our pleasure to provide this service to you this year. If there have been no changes to your leave policies, you also have the option of running the processes on your own this year.

Leave Tables

If you have the Leave Management module, then in a few short weeks, you will be moving your employees’ leave balances to the new fiscal year. We want to make that task easier, and also allow your leave processing to be streamlined for the future. With this goal and timing in mind, we want to get the word out about a useful feature in our software, Leave Tables .

Leave Tables must be set up BEFORE you use the Move Leave Balances process. This is a good time to review your Leave IDs and determine which of the same type may be able to be combined and set up a table that would determine employees’ earnings based on their employment tenure. Once tables have been set up, you can use the Move Leave Balance process to move balances into the new year, and at the same time, into the unified Leave ID.

These are very time-sensitive tasks requiring advance preparation and coordination. RDA will need to receive a copy of your data in order to perform the liability calculations. Please contact us as soon as possible so we can serve your needs efficiently. To reserve your spot, we will need to know as soon as possible if you would like to take advantage of these affordable services.

Please email Mimi English (mimi.english@rdasys.com) as to reserve your spot, and she will be happy to send you a proposal.

It is our hope that you find value in these recommendations and instructions. If you have questions regarding fiscal year end, please submit a cyber support request.

LEAVE TYPE: EXCLUDE FROM BENEFIT STATEMENT

A new field has been added to the Leave Type file (LVETPMS) for Exclude from Benefit Statement. If you’re planning to use the new Total Compensation Statement (see separate announcement), you should turn on (check) this flag for any leave type that you do notwish to be included in the statement. While reviewing the Leave Types, please also ensure that the leave types that will be included on the statement have the Unit Description set (if you do not see either DAY or HOUR to the right of the scrolled list, the unit description is not set; click the applicable field in the list and then save).

Product Date: Wednesday, December 18, 2013

LEAVE TYPE: EXCLUDE FROM BENEFIT STATEMENT

A new field has been added to the Leave Type file (LVETPMS) for Exclude from Benefit Statement. If you’re planning to use the new Total Compensation Statement (see separate announcement), you should turn on (check) this flag for any leave type that you do notwish to be included in the statement. While reviewing the Leave Types, please also ensure that the leave types that will be included on the statement have the Unit Description set (if you do not see either DAY or HOUR to the right of the scrolled list, the unit description is not set; click the applicable field in the list and then save).

 

Product Date: Wednesday, December 18, 2013

 

FISCAL YEAR FILE

OpenRDA‘s Leave Management module has been enhanced to include a Leave Fiscal file so that leave amounts (beginning balance, used, earned, ending balance) can be easily tracked by fiscal year as well as for reporting purposes. The following new menu items, processes, and reports will be available with the 12/6/2013 programs (please note that you will only use one of the Initial Copy processes, not both).

Initial Copy to Leave Fiscal File: Accessed from Setup; will create the Leave Fiscal masters using the leave job masters; it will only need to be run once for all employees. Thereafter, earned and used amounts in the leave fiscal masters are automatically updated when leave transactions are updated. The fiscal year entered on the range screen should be the fiscal year that the current leave job masters represent. Leave Fiscal Masters will create for employees for that fiscal year and will contain Beginning Balance, Used, Earned, and Ending Balance. Leave liability amounts (if any) will cause a fiscal leave master for the prior fiscal year to create (for example, if you’re doing this initial copy for fiscal year 2014, leave masters for 2013 will create but will only contain the leave liability amounts). This report should be used by customers whose leave year follows their financial management fiscal year.

Initial Copy to Leave Fiscal File Using Transactions: Accessed from Setup; will create the Leave Fiscal Masters using updated used and earned leave transactions; it will only need to be run once for all employees. Thereafter, earned and used amounts in the leave fiscal masters are automatically updated when leave transactions are updated. Beginning balances are automatically populated using the ending balance in the leave job master in conjunction with the earned and used leave transactions for the fiscal year. The fiscal year entered on the range screen should be your current fiscal year (although you can use this process to create leave fiscal masters for a prior fiscal year, the beginning balance can only calculate correctly for the current fiscal year). This should only be used by customers whose leave year does not follow their financial management fiscal year.

Leave Fiscal Masters: Accessed from Query. Links (buttons) to the leave fiscal masters have also been provided in the leave master and leave job masters.

Apply Leave Liability: Accessed from MaintenanceYear End, Leave Liability; will populate the Leave Fiscal masters with the Liability Rate and the Accrued Liability amount (in addition to populating these fields in the Leave Job Master).

Update Leave Fiscal Beginning Balances: Accessed from MaintenanceYear End; is part of the leave year-end process; establishes beginning balances for new fiscal year masters using the beginning balance (beginning balance plus any outside organization amount) from the Leave Job Master. Normally would only be run once during a fiscal year but, since it overwrites the beginning balance in the leave fiscal master, it can be run again if corrections/changes to beginning balances in the leave job masters have occurred.

Export Fiscal Year File: Accessed from MaintenanceYear End; creates a comma-delimited file (csv) that includes leave balances as well as any leave liability accrual rates and amounts from the Fiscal Leave masters. The file is automatically placed in the rda/xpert directory and can be viewed from E-Documents.

Leave Fiscal Year Summary by Employee: Accessed from Reports; uses the Fiscal Leave records and displays beginning balances, leave earned, leave used and ending balances by employee. Can be sorted by work location (as well as an optional page break by work location). A page break by employee is also available if you wish to provide the report to employees.

Leave Fiscal Year Summary by Leave ID: Located in Reports; uses the Fiscal Leave records and displays beginning balances, leave earned, leave used and ending balances for employees by Leave Identification. It can be sorted by work location and also has an optional page break by work location.

Product Date: Friday, December 6, 2013

CHANGE DESCRIPTION IN LEAVE EARNED TRANSACTIONS

A report has been created for OpenRDA and added to the Resource Bar under Maintenance, Change/Set. The Change Description in Leave Earned Transactions can be used to the change the Description in earned transactions in mass. Normal range is Description in conjunction with Entry Date.

Product Date: Thursday, October 31, 2013

LEAVE USED AUDIT TRAIL (LUAUDIT)

The Leave Used Audit Trail (LUAUDIT) has been modified to provide for a range screen (containing leave identification, entry date, entry time, and source). This will provide users with more flexibility as to the leave transactions that are verified at a given time, and allow for the temporarily exclusion of certain transactions. For example, organizations with the ESS Leave module may want to range in such a way as to temporarily exclude those transactions that were downloaded from ESS (these can then be verified in a separate audit trail). Source 15 indicates that the leave transactions derived from an Open Self Serve Request.

Product Date: Wednesday, July 24, 2013