February 2013
Individual Vacation Report (16I)
The Individual Vacation report provides a summary of an employee’s vacation time that has been reported through VIP. It summarizes reported vacation time up to the date indicated in the report parameters and only includes days reported up to the end of the last applied pay period.
Running the report
To run an Individual Vacation Report you will need to know the employee’s ID (employee) number.
Go to the VIP module under Employee Information, and under the Report menu, click on Individual Vacation.
There are three required parameters for this report:
“Individual ID” (employee number)
“To Date”
“Approval for HR?”
The Schedule Group may be used but it is not a required parameter.
In the middle of the screen you will see Parameter Name and Parameter Value. Enter the employee’s ID (employee) number in the space provided under Parameter Value.
Under the Parameter Value- To Date, you can click on the down arrow to use the calendar option to select the date or you can type March 31 of the current fiscal/vacation year. (You may enter a different date if you only want to see vacation time taken from April to an earlier date, for example, JUN 30 2012 – in which case, any vacation time reported for dates after June 30 will not appear on the report).
The format for the To Date parameter is entered as follows: MAR 31 2013 or JUN 15 2012, for example –do not use commas in the date format.
In the Parameter Value-HR Approval you have a choice of “yes” or “no”. The “yes” provides a report that includes the request and approval of carryover and signature section. “No” excludes the request/approval/signature section and can be used throughout the year when you are reconciling/balancing vacation time for staff members. Click on either “yes” or “no”.
The Schedule Group is not a required parameter, but if you wish to use it, go to the Parameter value-Schedule Group and either click on the drop-down arrow and select or type the position group number for the employee.
Click Execute at the bottom of the screen to generate the report. To print the report, click on the printer icon within the report window, or click the Export icon to export the report to Word, Excel or as a PDF document.
Reading the report:
University service shown is as of March 31 of the current year.
Vacation entitlement is the entitlement for April 1 of the current vacation year*. This includes any vacation days there were carried over from the previous vacation year, or borrowed from the current vacation year. For EMAPS staff members who are in the self-directed work plan, the entitlement includes any additional vacation credits as well.
Vacation taken to date displays the hours reported in chronological order. “To Date” refers to the date you used in the report parameters. Any vacation reported after the last applied pay period will not be included on the report.
Balance to date shows the current balance of vacation hours in the employee’s vacation bank (as of the last applied pay date). Days reported after the last applied pay date will not appear on the report.
*If the employee has not yet taken any vacation in the current vacation year, the April 1 entitlement will not appear but the balance will still show what is currently in the vacation bank.
Please note that if an employee has started after April 1 of the current vacation year, they will not have an entitlement showing until April 1 of the next vacation year.