Transfer an Employee s Time Off Balance

Transcription

1 Absence & Leave Transfer an Employee s Time Off Balance Use this job aid to: Transfer an employee s Time Off Plan balance from their current plan to their future plan View the transfer with a Time Off Results by Period Report Updated as of June 28, 2016

2 1. To begin, use the search field to find the employee you want. (Type their name or employee ID number in the field). Carl Colleague3 ( ) Page 2 of 9

3 To transfer an employee s Time Off Plan balance from their current plan to their future plan: 2. Navigate to the employee s profile. 3. Click the Related Actions icon, Time and Leave and Maintain Time Off Plan Override Balance. Page 3 of 9

4 The employee s new Time Off Plan will be available beginning on the start date of the period in which the Job Change is effective. 4. Click the + to add a row. 5. Find the employee s new Time Off Plan and in the Override Balance Date field select the start date of the period in which the employee gained eligibility to the new Time Off Plan. 6. Enter the units you are transferring and click OK. The overrides below the red box shown below are from previous balance overrides. This gives the employee a balance of hours to use for the new Time Off Plan. Page 4 of 9

5 To reduce the old Time Off Plan, use a Time Off Adjustment. From the employee s profile : 7. Click the Related Actions icon. 8. Click Time and Leave, then click Maintain Accrual and Time Off Adjustments/Overrides. Page 5 of 9

6 9. Click the + and find the correct Time Off. To reduce the balance without sending the hours to payroll, use the Zero Out Time Off from the Time Off Plan from which you are reducing the balance. If you do not use the Time Off labeled Zero Out, these hours will be paid. 10. Type the number of Units of Time and select the Period for which the job change is effective. 11. In the the Reference Date field, select the exact day this change should take place. The Reference Date is essentially an effective date of the balance being zeroed out. 12. Write a descriptive comment in the Comment field. Page 6 of 9

7 13. To view the change, navigate to the employee s Time Off tab on their profile. The old and new Time Off Plans are under the Time Off Balance sub tab. The old plan will show a zero for the ending period balance. The new plan will show the transferred balance. Updated as of June 28, Trinity Health. All Rights Reserved. Page 7 of 79

8 Time Off Results by Period Report Another way to view changes made to a time off balance is by viewing the Time Off Results by Period report. To access this report: 1. Click the employees Related Actions button, Time Off and Leave and then Time Off Results by Period. 2. Select either one or both Time Off Plans and select all the periods from the year in which the change occurred. Updated as of June 28, Trinity Health. All Rights Reserved. Page 8 of 89

9 Time Off Results by Period Report The report will show only the old plan from the past until the point of change. The new plan will show from the point of the change on (see the highlighted areas below). If you click on the blue Time Off Paid Year to Date a window will appear and showing to which Time Off the hours were applied. In this example, all the hours were sent to the Zero Out Time Off. The Time Off you use is very important because all the other Time Off options on this plan are connected to payroll and will pay out the hours Updated as of June 28, Trinity Health. All Rights Reserved. Page 9 of 9