CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Personnel. Absence Accumulation Process Step-by-step Instructions

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Personnel Absence Accumulation Process Step-by-step Instructions 2013 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Absence Accumulation Process... 2 Performing the Process... 2 Verifying Absence Information... 4 Absence Accumulation Exception Report... 4 Absence Balance Report... 4 Absence Totals Report... 4 Which Records are Updated?... 4 Changing the Last Accumulation Date Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This step-by-step guide will review when to perform the ABSENCE ACCUMULATION PROCESS and how records are selected for updating based on options you choose. This process uses information found in: The Absence Parameters The Employee Absence Information records The Absence Accumulation process screen The Personnel Employee Master/Leave tab The Personnel Employee Master/Personnel tab The Last Accumulation Date Revised: 04/04/ Central Susquehanna Intermediate Unit, USA Page 1

6 ABSENCE ACCUMULATION PROCESS The ABSENCE ACCUMULATION PROCESS updates values in each employee's EMPLOYEE ABSENCE INFORMATION record for all accumulating absence codes and uses the ABSENCE PARAMETERS records to determine how many absence Units should be distributed to employees for each absence code. Based on information in the ABSENCE PARAMETERS, the accumulation Period identifies when Error! Hyperlink reference not valid.s are updated: Annually, Monthly, Quarterly, or Semi-annually. Performing the Process Select the ABS > ABSENCE ACCUMULATION PROCESS menu item. The available options display. Accumulation Date: Enter the date for the accumulation being performed (must be the first of a month). This value allows the ABSENCE ACCUMULATION PROCESS to include records that have an eligible Last accumulation date, based on the accumulation Period for the absence code. Absences with dates that are not eligible for updating are not included in the process. Accumulate Sick Bank: Select this checkbox option to accumulate Sick Bank Units. Selecting this option enables the Absence Codes dropdown list box. Absence Codes: Absence codes that begin with 'BA' will be displayed in the dropdown list box if you select the Accumulate Sick Bank checkbox option. Select one or multiple Absence Codes to which employees can donate Sick Bank units. Leave blank to include all Absence Codes that start with the letters 'BA' (BAxx). More information is available on Sick Bank in the Absence Parameters section of the OSC. Revised: 04/04/ Central Susquehanna Intermediate Unit, USA Page 2

7 Don't update non-accumulating absence codes: By default this option is selected to indicate that all non-accumulating EMPLOYEE ABSENCE INFORMATION records will not be updated with a zero accumulation for the accumulation date entered. More information about non-accumulating Absence Codes is available in the Absence Parameters section of the OSC. Delete Absences: You can select non-accumulating Absence Codes from the drop down list box to identify which EMPLOYEE ABSENCE INFORMATION records should be deleted. Only records that are dated prior to the Accumulation Date (specified above) will be deleted. After all selection criteria and output parameters are established, click Run Now to perform the process. Messages display in the upper right corner of the screen showing that your current absence information is backed up prior to the accumulation process. This backup allows you to restore your absence information, if needed for any reason, through the ABSENCE ACCUMULATION RESTORE process. After the ABSENCE ACCUMULATION PROCESS is complete, an exceptions report is automatically generated to report any maximums that were exceeded, unused days that were transferred to another Absence Code, and/or time that was lost (if it did not transfer). Each exception category begins on a new page. Errors that prevented records from being updated correctly are also included on the exceptions report. If errors are found on the exceptions report, you may decide to perform the ABSENCE ACCUMULATION RESTORE, make any necessary corrections, and then perform the ABSENCE ACCUMULATION PROCESS again. More information about the Absence Accumulation Restore process is available in the Online Support Center. The Absence Parameters video and printable resources, available in the Online Support Center, contain more information about how days are accumulated and transferred to other Absence Codes. Revised: 04/04/ Central Susquehanna Intermediate Unit, USA Page 3

8 VERIFYING ABSENCE INFORMATION Several reports are available to assist you in verifying the information created during the ABSENCE ACCUMULATION PROCESS. First, review the exceptions report, which is automatically created at the completion of the accumulation process. You can generate other reports to check balance information. Absence Accumulation Exception Report The Absence Accumulation Exception Report includes absence codes that had units transferred to another absence type or had units lost due to maximum amounts being reached based on the parameters. These items are exceptions and should be reviewed. On a separate page, the report lists errors that may have prohibited the records from being updated due to the number of times at a level or last accumulation date issues. Make sure that errors are reviewed and corrected. Absence Balance Report The ABS > ABSENCE REPORTS > EMPLOYEE REPORTS > ABSENCE BALANCE REPORT can be generated for one or multiple absence codes. This report pulls records prior to a date you enter. It includes the employee name and the option for the Social Security number or ID and the balance based on the date. This report is sorted alphabetically by name per absence code. Absence Totals Report The ABS > ABSENCE REPORTS > EMPLOYEE REPORTS > ABSENCE TOTALS REPORT can be generated for one or multiple absence codes and includes information based on a starting and ending date you enter. It includes the employee name and the option for the Social Security number or ID plus columns for totals prior to a date, days added, days deducted, days transferred, and days used plus the current balance. This report is sorted alphabetically by name per absence code. With all of the detail available on this report verifying a date range becomes very easy. WHICH RECORDS ARE UPDATED? Records ARE included in the Absence Accumulation Process IF: The Last Accumulation date on the EMPLOYEE ABSENCE INFORMATION screen compared to the Period for the Absence Code in the ABSENCE PARAMETERS directory and the Accumulation Date entered on the ABSENCE ACCUMULATION PROCESS designate which records are to be updated. For example, an Accumulation Date of 07/01/XX for records that are updated on a Period of 'Annually' will require that the employee's Last accumulation date for that Absence Code is on or before 7/1 of the prior year. If the Period is 'Monthly', the Last accumulation date would need to be on or prior to 6/1 of the same year; while records with a date of 8/1 in that year would not be updated. Records ARE NOT included in the Absence Accumulation Process IF: The Last Accumulation date on the EMPLOYEE ABSENCE INFORMATION screen is not equal to a year, month, or other Period prior to the Accumulation Date entered on the ABSENCE ACCUMULATION PROCESS screen. The employee has an Exit Date on the EMPLOYEE MASTER/Personnel tab that is prior to the Accumulation Date. The employee has an entry on the EMPLOYEE MASTER/Leaves tab that has not ended prior to the Accumulation Date AND that leave code is not designated to continue Absence Benefits (indicated on that leave code's LEAVE OF ABSENCE DIRECTORY record). Revised: 04/04/ Central Susquehanna Intermediate Unit, USA Page 4

9 CHANGING THE LAST ACCUMULATION DATE Absence records are selected based on the Last Accumulation date on EMPLOYEE ABSENCE INFORMATION records. If a record contains the wrong date, the individual record can be updated manually. If an accumulation for an absence code needs to be performed for a different date than was previously entered, an update can be done to allow for this change. Typically, this update is required only for a Sick Bank accumulation; however, it could apply to other absence codes due to a change in preference (for instance, last year Teachers accumulated new units on 9/1, but this year 8/1 is preferred). For example, sick days are normally transferred to the Sick Bank each November, but due to a rapidly declining balance more days need to be transferred in February. The Update button on the ABSENCE PARAMETERS DIRECTORY screen allows you to change the Last accumulation date on all 'BANK' records to a prior date (so another accumulation process can be performed before November). Locate the ABSENCE PARAMETERS DIRECTORY for the 'BANK' Absence code and click the Update button. The ABSENCE UPDATE screen displays. In the Last Update Date field, enter the desired date (the first of a month) that will permit the units to be donated from employees to the Sick Bank. Revised: 04/04/ Central Susquehanna Intermediate Unit, USA Page 5