Create a Rate-Based Leave Code

The following describes how to create rate-based leave codes.

  1. Select Payroll > Programs > PR Leave Codes.
  2. In the Leave Code and Description fields, enter an ID and description for the code, respectively.
  3. The Active checkbox is automatically selected when adding a new code. You can deselect this checkbox if needed; however, you must set the code to Active prior to assigning it to employees in PR Employee Leave.
  4. In the UM field, enter a unit of measure (typically hours).
  5. From the Leave Balance Warning Level dropdown, select one of the following options:
    • Allowed w/Warning - If you select this option and the employee has a negative leave balance, with no other errors during batch validation, the system displays an error message on the HQ Batch Control Error List report; however, you can post the batch.
    • Allowed w/o Warning - If you select this option and the employee has a negative leave balance, with no other errors during batch validation, no error message displays on the HQ Batch Control Error List report and you can then post the batch.
    • Not Allowed - If you select this option and the employee has a negative leave balance, the system displays an error message on the HQ Batch Control Error List report and you will be unable to post the batch.
    The option you select determines how the system processes a leave entry batch. You can override this setting at the employee level in the PR Employee Leave form.
  6. In the Accrual Type section, select the Rate of Earnings or Hours radio button.
    The system disables the fields in the Fixed Accruals section.
  7. If applicable, use the Accrual Limit #1 and Accrual Limit #2 sections to set the primary and secondary accrual limits and reset frequencies.
    Note: When implementing leave codes on a new Vista™ system, you should not specify accrual accumulation and available balance limitations until after you enter any balance forwards from your legacy system. For more information, see Implementing Leave Codes.
  8. If applicable, use the Available Balances section to enter a limitation, frequency, and carryover limit for the leave code.
  9. Use the Accrual/Usage tab to enter accrual and usage information (earnings codes, types, and rates) for the leave code. For more information, see Set Accrual and Usage Information.
  10. Save the record.
Once you have created a leave code, you must assign it to applicable employees. You can do this by either manually adding it for employees (using the Employee Leave related grid tab or PR Employee Leave form), or by initializing employees (via the Initialize Employees button).

For more information about manually adding employees, see PR Employee Leave. For more information about initializing employees, see Initializing Leave Codes for Multiple Employees.