Review tracked leave balances and history
Leave balances and activity may be viewed on the Employee Absence Tracking form. The form may be used by an employee to view their own absence activity or it may be used by supervisors that have Work Group privileges to approve absence requests. The form is comprised of a header section, an available balances array and a history log.
Specify the information in the header section:
- Date
- The date the query is executed.
- Name
- The employee whose absence balances you want to review.
- Tracking Year
- The current year or the year when the leave request is created. The value is defaulted, but can be modified to view absence activity in other years.
Review the information in the header section:
- Perfect Attendance
- When Attendance Tracking is displayed, the attendance status and total points of the employee are displayed.
- Department
- The department of the employee.
- Current Period
- The start date of the current pay period.
- Time off Group ID
- The time off group of the employee.
- History Filter
- The Attendance Incidents and Absence histories. Incidents Only displays attendance incidents only. Absences Only displays absence activity only.
- Show Accruals
- The accrual transactions with absences activity. Clear the field to omit the display of accrual transactions.
Note: The Available Balances Array displays all available, requested, planned and taken leave
balances. The balances for each Absence Code in the Employee Time Off Group form are
displayed.
Specify the information in these fields:
- Tracking Method
- The tracking method to confirm if the Absence code uses the deduction method or accrual method. Deduction makes the entire Annual Allowed balance available on the first day of the tracking year and then usage is deducted from that balance. The Accrued method begins the tracking year with zero available then accrues available as the year passes.
- Annual Allowed
- The annual leave hours permitted for the employee.
- Accrued Hours
- The value 0 is displayed in this field for Absence codes using the deduction method. For Absence codes using the accrual method the amount of hours that have accrued to date are displayed in this field.
- Hours Requested
- The number of hours requested for the leave. Requested hours do not reduce available
balances. Once the absence request is approved the value in this field is updated to 0 and
the hours are not displayed.Note: This field is displayed, if the value is specified in the Absence Request System field.
- Available Hours
- For Deduction Method Absence codes this is Annual Allowed less Planned, Current and Taken hours. For Accrual Method Absence codes this is Accrued hours less Planned, Current and Taken hours.
- Hours Taken
- The hours of leaves that are accepted.
- Current Hours
- The leaves scheduled for the current pay period. This includes accepted hours and not accepted hours of the leaves. Leaves from previous pay periods that are not accepted are also displayed.
- Carried Forward
- The remaining leave balances that are transferred to the next pay period. After all the leaves are applied in the tracking year, any remaining available balances can be transferred to the next year.
- Increment Type
- The type of increment based on the Absence Code.Note:
- If the value in the Absence Code field is Deduction, then this field is not modified.
- If the value in the Absence Code field is Accrual, then the increment duration is displayed in this field.
- Accrual Value
- This field set to 0 for deduction method absence codes. The period that corresponds to
the accrual type are divided into the leaves allowed annually to determine the number of
hours accrued every incremental period for accrual method absence codes.
Example: The formula to determine the increment value, 120/12 = 10 hrs/mo.
When Accrual Type value for the Monthly Allowed and the Annual Allowed leaves are 120 hours.