Management Issues regarding Leave Accounting

February 5, 1993

Table of Contents

Management Issues regarding Leave Accounting

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 management.

  1. 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.

  2. 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.

  3. 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, and adjustments.

  4. The new system will no longer accrue sick leave for nine month employees who are not working during the summer.

  5. Employees will be automatically grouped for leave reporting by the Budgetary Unit designation used by Human Resources for check distribution. 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.
Additional information regarding this module of BASIS is available in the summary document titled: Leave Accounting Module.

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 prescribed limits. 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 electronically. 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 of transactions. 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 dated. 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 serviced. 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 monthly salary. 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. 00