Employee Leave Data - Field Descriptions

Employee Program Page Overview

The Employee Program page identifies an employee's leave program, which is based on the benefit family of an employee's primary job. The leave program determines the leave plans that are available to an employee.

An employee can be enrolled only in one leave program at a time, so leave data is effective dated to reflect any changes that may occur over time. For example, when an employee transfers to a new job within the University, his/her leave program and plans may change.

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Letter	Field/Button	Description
A	Leave Program	Displays the leave program into which an employee is enrolled.
B	Eff Date	Displays the effective date on which the employee is enrolled in the leave program.
C	Status	Indicates if the leave program is A (Active) or I (Inactive) for this employee.
D	Sick Eligibility Date	Displays the date on which the employee is eligible to use sick time. This date is also used to: Identify the month in which the employee's short term sick time is renewed. Identify when an employee becomes eligible for extended sick time (i.e., after two years of continuous service).
E	Vac/PTO Eligibility Date	Displays the date used in calculating the employee's rate of accrual for Vacation or Paid Time Off. In most cases, this is the same as the hire date.
F	Next Extended Sick Renewal Yr	Identifies the year in which the employee's extended sick time is next renewed.
G	Pay Frequency	Identifies how often the employee is paid.
H	Grandfather	If checked, indicates the employee's leave program was grandfathered from a previous job classification.

Grandfather Page Overview

An employee may be enrolled in a leave plan carried-over from a previous job classification. This is referred to as a grandfathered leave plan. The Grandfather page displays specific information about when and why the leave plan was grandfathered.

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NavBar > Navigator > Time and Labor > Setup Leave Data > Employee Leave Programs

Letter	Field/Button	Description
A	Effective Date	Displays the effective date on which the employee's leave program was grandfathered.
B	Reason	Identifies the reason the leave program was grandfathered.
C	Original Vac/PTO Elig Date	Displays the Vac/PTO Eligibility Date in effect prior to the leave program being grandfathered.
D	Active	Indicates if the grandfathered leave program is Y (Active) or N (Inactive) for this employee.

Employee Leave Plans Page Overview

An employee can be enrolled in multiple leave plans at the same time (e.g., Sick, Vacation, Family Care, and Extended Sick OR PTO and Extended Sick). The Employee Leave Plans page identifies each of an employee's leave plans with a Plan Type value, and details the coverage status and effective dates of each plan.

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Letter	Field/Button	Description
A	Plan Type	Displays the Plan Type (e.g., Sick, Vacation, PTO).
B	Coverage Election	Identifies whether the employee is enrolled in (Elect) or taken out of (Terminate) this Plan Type.
C	Elect Date	Displays the date on which this information was saved in the system.
D	Effective Date	Displays the date on which the employee was enrolled (Elect) or taken out of (Terminate) this Plan Type.
E	Benefit Plan	Displays the specific Benefit Plan associated with this Plan Type.

Employee Leave Data Page Overview

The Employee Leave Data page provides a detailed history of activity for each of an employee's leave plans.

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Letter	Field/Button	Description
A	Plan Type	Identifies the type of leave plan (e.g., Sick, Vacation, Paid Time Off).
B	Coverage Election	If the employee is enrolled in this plan type, displays E (Elect). If the employee has been taken out of this plan type, displays T (Terminated).
C	Benefit Plan	Displays the date on which this information was saved in the system.
D	Plan Balance	Displays the date on which the employee was enrolled (Elect) or taken out of (Terminate) this Plan Type.
E	Benefit Plan	Displays the specific Benefit Plan associated with this Plan Type.
F	Effective Sequence	If multiple transactions were processed on the same effective date for this plan type, this number indicates the order in which they were processed.
G	FTE	Displays the total Full Time Equivalent (FTE) of the employee's appointment(s).
H	Hours Earned	If the Origin is A or E, displays the leave hours earned.
I	Hours Taken	If the Origin is P, displays the leave hours taken.
J	Hours Adjusted	If the Origin is M, displays the adjusted leave hours, which may be earned or taken depending on the situation. If hours are taken, they display as a negative number.
K	Hours Sold	If an eligible employee sells back Paid Time Off (PTO) hours, displays the PTO hours sold back.
L	Origin	Describes the type of process that created this effective dated record of leave data. Valid Values are: A (Accrual/Renewal), C (Conversion), E (Event Maintenance or Extended Sick Maintenance), L (Loaded Balance), M (Manual Entry), and P (Payroll)
M	Near Max Flag checkbox	If an employee might reach the maximum hours balance for this leave plan within three months, this checkbox is turned on (displays a checkmark).
N	Missing Time Flag checkbox	If an employee is missing time from a current or prior pay period, this checkbox is turned on (displays a checkmark).
O	Comments	If applicable, describes or explains this leave transaction. Normally, comments are entered for manual adjustments.