Leave Balance Overview Screen in People First

What Data Does the Pay Period Overview Section of the Leave Balance Overview Screen Show for each Period:

Starting with the following Pay Periods and each subsequent Pay Period, complete detailed Leave Balance Statements will be available:

  • Biweekly Employees: Pay Period 02/10/06 – 02/23/06
  • Monthly Employees: Pay Period 02/01/06 – 02/28/06

For the Leave Balance Statements before these respective pay periods the following information is presentedin the Pay Period Overview Section:

  • Leave Used during the period for: Annual Leave, Sick Leave, FLSA Special Comp. Leave, Special Comp. Leave, Regular Comp. Leave, Military Training Leave and Personal Holiday
  • Leave Accrued during the period for: FLSA Special Comp
  • Adjustments Performed during the period for: Annual Leave, Sick Leave, FLSA Special Comp. Leave, Special Comp. Leave, Regular Comp. Leave, Military Training Leave and Personal Holiday

The following information is not present for the Leave Balance Statements before these respective periods in the Pay Period Overview Section:

  • Leave Accrued during the period for: Annual Leave, Sick Leave, Special Comp. Leave, Regular Comp. Leave, Military Training Leave and Personal Holiday

Additional information related to Leave Balance Statements before these respective periods:

  • As only some of the data is showing in the detailed section for these old periods, footing (using beginning balance plus/minus other data presented to calculate ending balance) within the screen will not correctly work for some employees. For example, if an employee uses 15 hours of annual leave during the period and accrues 8.667 hours of annual, only the 15 hours used will show in this old period. As a result, if you take the beginning balance and subtract out the leave used, this will not equal the ending balance as the accrual will be included in the ending balance, just not displayed on the screen. The employee’s actual balances will be presented on the screen!
  • However, note that if an old timesheet is approved for an employee for a pay period before the periods listed on page 2, that Leave Balance Overview statement, plus all subsequent leave balance statements will be updated to reflect all detailed information (leave accrued, used and adjustments (as applicable)).

Regardless of the pay period that is selected for viewing, the Current Balance section of the Leave Balance Overview screen will contain the employees actual Current Leave Balances.

How Does this Impact the Employee? Employees will access the Leave Balance Overview screen to view their leave balances.

How the Fields in the Leave Balance Overview Screen Function

Current Balance Section: This section contains the employees leave balances as of right now (point in time he/she is reviewing their balances). This section is updated every 15 minutes based on timesheet activity (timesheets being saved/submitted and/or approved/rejected/deleted). At any given time this section can contain up to three fields for each applicable leave type as follows:

  • Total Hours Available: This is the employees available leave hours that have not been used (used is based on approved timesheet hours).
  • Pending Timesheet Hours: This is the employees leave that has been committed, but not officially used (used is based on approved timesheet). This total includes all leave hours that the employee has saved and/or submitted, which have not been approved by the employees manager (or other approving authority), since People First “Go-Live”.
  • This field is only viewable if the employee has committed (saved and/or submitted) leave.
  • Net Hours Available: This is the employee’s actual balance available for use right now. This is the Total Hours Available minus Pending Timesheet Hours.
  • This field is only viewable when there are Pending Timesheet Hours.

Pay Period Overview Section: This section contains the leave history for the selected pay period. With the exception of Leave Balance adjustments (which is updated nightly), this section is updated every 15 minutes based on timesheet activity (timesheets being saved/submitted and/or approved/rejected/deleted). At any given time this section can contain up to six fields for each applicable leave type as follows (see notes on page 2 and 3 for additional information on how statements for periods prior to Release 1.B implementation will be shown):

  • Beginning Balance: This is the employees ending balance from the previous pay period.
  • Accrual: This is the employee’s accruals during the period. Accruals will show with the date that they were actually accrued.
  • Used: This is the leave that was used by the employee during the selected pay period.
  • Adjustment: This is the leave balance adjustment(s) that was effective dated during the selected pay period. A separate line will show for each leave balance adjustment performed during the selected period.
  • Ending Balance: This is the employees Beginning Balance plus Accruals minus Used plus/minus Adjustments during the selected period.
  • Pending Hours: This is the employees committed leave (saved or submitted) during the selected pay period.