Management Issues regarding Leave Accounting
February 5, 1993
The following items represent a significant divergence
from the manner business is currently conducted regarding
leave accounting, and are therefore being presented to management for
review and discussion.
The fact that this system, as will all of the BASIS systems, relies upon
on-line distributed data entry and access has not been itemized here
since the TARGET concept has already been accepted by
regarding this module of BASIS is available
in the summary document titled:
Leave Accounting Module.
- The current system maintains a sick leave and a vacation
balance and permits reporting leave without pay.
The new system will track these categories of leave plus
compensatory time, time off granted due to job injury,
time off granted due to catastrophic illness, and
leave with pay.
- As inidicated above, the new system will track and account
for Comp Time according to the numerous rules and conditions
defined by Human Resources.
To "earn" Comp Time, all hours worked (as well as any
absences from work) will have to be reported for an employee for a week.
In general, an employee's Comp Time balance
will be reduced when leave that would otherwise be charged to
vacation is reported.
- The employee leave data reported by departments to
Human Resources will be significantly different from what
is currently provided.
Currently, the total hours to be charged to an employee's vacation and
sick leave balances as well as any hours of leave
without pay are reported monthly.
The new system will still require data to be reported at least
monthly, but the data will be much more detailed.
It will require reporting absences by the date of the absence, the
hours absent from work, and the reason for the absence
(24 separate codes have been identified so far).
The system will then determine, using all data reported for the
month, how much sick, vacation, or
other category of leave should be charged based upon predefined
rules and the employee's available balances, earnings or accruals,
- The new system will no longer accrue sick leave for nine month
employees who are not working during the summer.
- Employees will be automatically grouped for leave reporting by the
Budgetary Unit designation used by Human Resources for
This represents a level of reduced flexibility, but is not
expected to be a problem since Human Resources is willing
to consider changes where necessary to accomodate special needs.
The current system uses selected cost centers for grouping and
reporting employees, but it is not based upon any data within the
payroll or personnel systems.
This means that
transfers of employees as well as new hires and terminations
all require special action within the leave system.
The dual entry of these actions as well as related errors
will be eliminated.
0Salary and pay distribution information will be recorded
within the Personnel Services Budget system and accessed
from there by the Payroll system.
Dual entry and maintenance of this data will not be required.
The system will verify that positions are available,
funds available, and salaries are within
00Budget and human resource data will be widely available
via the online system.
No restrictions will be imposed regarding which records may be
viewed by someone authorized to access a given a function.
00Transactions will be initiated by departmental representatives
These transactions will not coorespond one-to-one with existing
forms, although equivalent actions will be permitted.
For example, the PAF will be split into several different types
One or more of those transactions may be initiated for an individual
at the same time.
00Updates will be performed to the data base in real
time versus the current periodic (5-6 times per month) batch updates.
00Much of the data within the system will be effective
This will provide a tremendous amount of flexibility by defining
information that will take effect on a future
date and allowing access to historical data.
It also greatly complicates the system and by definition, implies
that a date must accompany every access to data in order
to specify the point in time for which the request is to be
00The method for determining the May and August pay for 9 month
employees will be changed.
In the past these months were paid exactly one half the employees
The new system will calculate partial months pay for all
employees using the effective dates of employment.
This will be done by counting the number of days worked in the
month and pro-rating the employees pay according to the number of
work days that exist within the month.
The number of work days in May or August and the exact
starting/ending dates specified will determine the pay for
these 9 month employees.