The following improvements/new features were added to the Leave module:
- Leave Types.
- Leave Transactions
- Time-Off Date Returned
- Maternity Leave
1. Leave Types
The Accumulate Unused Leave radio button’s default was changed to Yes.
Benefits>>Leave>>Leave Setup>>Leave Types
2. Leave Transactions
The Cannot convert 0 to a date error message is no longer being displayed.
Benefits>>Leave>>Leave Transactions>>Recalculate Leave Balances
3. Time-Off Date Returned
The return date is now being calculated correctly when time-off is taken.
For example, if time-off is taken from 8:00am to 1:00pm, the return date was previously being recalculated to the next day.
Now, the system will perform checks based on the employee’s (1) On Days; (2) Schedule and Shift; and will correctly bring the employee back on the same day if the case calls for it.
Benefits>>Leave>>Leave Transactions>>Leave Taken
4. Maternity Leave
A new leave screen, Leave-Maternity Links, was added to Leave Setup.
Benefits>>Leave>>Leave Setup>>Leave-Maternity Links
NOTE: The Maternity Leave Link only applies to Salaried Employees. The salaries can be in any type of pay group: weekly, fortnightly, bi-monthly or monthly.
- Company Code: the company for which the link applies.
- Pay Group: the pay group for which the link applies.
- Leave Code: the leave code representing maternity leave which has to be paid.
- Earn Code: the payroll earning code under which the maternity leave pay will be made.
- Regular Adjusted Earning Code: the payroll earning code under which the REG pay adjustment will be made. This code cannot be the same as the Earn Code (in (4)) and cannot be the same as the REG code.
-
Payment Rules: the breakdown of the days and how they have to be paid.
- Limit Full Pay To … Days: the <no. of days> days will be paid at Full Pay (multiplied by 1).
- Apply First Factor of…To…Days: the next <no. of days> days will be paid at <factor> (e.g. 1.2 times multiplied by full pay).
- Apply 2nd Factor of … To …Days: next <no. of days> days will be paid at <factor> (e.g. 1.2 times multiplied by full pay).
- Apply 3rd Factor of … To …Days: next <no. of days> days will be paid at <factor> (e.g. 1.2 times multiplied by full pay).
- Status: ACTIVE…Inactive: indicates whether the link is active or not.
Maternity Leave Calculation
The calculation uses set up flags from the ‘Salary Change Flags’ (Personnel>>Transactions>>Salary Change Flags) screen.
The ‘Prorate Using’ flag is used and the ‘Salaried Employees Paid in’ flag is used.
Example
Maternity Leave Start Date: January 1, 2020
Number of Maternity Leave Days: 98 Calendar Days
Pay Group: Monthly
Monthly Salary: $5000.00
Maternity Leave Policy: First 30 days is paid at full pay and the remaining 68 days is paid at half pay
In the month of January 2020 the employee uses 31 calendar days of maternity leave.
- If the Prorate Using flag is set to use Calendar Days. Therefore, the total number of days for which the employee has to be paid is 31: 30 days at full pay and 1 day at half pay.
So the calculation is:
- (30/31 x 5000 ) + (1/31 x 5000 x 0.5) = 4838.71 + 80.65 = $4919.36.
- If the Prorate Using flag is set to use Week Days, then the week days of the cycle are used to prorate. There are 23 week days in January 2020.
- However, full pay takes us to January 30, and therefore the calculation becomes
- (22/23 x 5000) + (1/23 x 5000 x 0.5) = 4782.61+ 108.70 = $4891.31.
A dollar value is always generated for Maternity Leave Pay and REG Maternity Adjustment even if the salaried employee is paid by units. The difference is that the cycle units is prorated (using the same formula) but the dollar value is paid.
The same logic applies with the following cycles of the year until the maternity leave days are exhausted. Note that it is the employee’s pay rate that is prorated and NOT the employee’s REG.
The Maternity Leave Pay will be generated in a cycle change under the defined Earning Code named above.
| Entry Id | Entry Description | Item Id | Item Description | Employee Id | Employee Name | Entry Type | Amount |
CCentre/ Other |
Alternate Rate | Batch No |
| T | TIMESHEETS | MAT | Maternity Leave | 1009 | Nadia Smith | T Total Amount | 4891.31 | N/A | 0.00 | 01 |
A cycle change will also be generated with the negative amount of the maternity pay under the REG Maternity Adjustment earning code.
| Entry Id | Entry Description | Item Id | Item Description | Employee Id | Employee Name | Entry Type | Amount |
CCentre/ Other |
Alternate Rate | Batch No |
| T | TIMESHEETS | ADJREG | Reg Mat Adj | 1009 | Nadia Smith | T Total Amount | -4891.31 | N/A | 0.00 | 01 |
The Employee Pay Slip, on the Earnings side will display:
Regular Pay 5000.00
Maternity Pay 4891.31
REG Mat. Adjustment -4891.31
Therefore, the system adjusts down the employee’s Regular pay by the REG Maternity Adjustment to get the following:
5000 - 4891.31 = 108.69.
And the Maternity Pay is 4891.31
So the net of the REG and REG Maternity Adjustment and Maternity Pay make up the whole REG = 108.69 + 4891.31 = 5000.00
In so doing, when the Maternity Leave is over, the REG continues uninterrupted and the Maternity Leave and REG Maternity Adjustment will fall off as usual each cycle.
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