LEAVE ACCRUAL PROCESSING CYCLE#
When a Leave Line is generated or created it is initially placed into the Leave Accrual Status ACCRUAL_STATUS of ‘1-Requested’ and will fall into one of several other statuses as the Leave Line passes through approvals and various stages of the payroll (PR) process until the pay is closed and the status of the Leave Line is finalized at ‘6-Official Accrual Upd’. The exception to this is when the Leave Line is keyed directly into IPPH or IPTR, the status will be 3-In Payroll.
The path of the Leave Line will be determined by whether or not an Approval Process LEAVE_APPROVAL is involved; if an approval is involved, the Leave Line will start out as ‘1-Requested’ but will not enter the payroll process (e.g. show up on a time sheet) until it has been approved, in which case it will be stamped ‘Approved’ by the Leave Line approval and the status will be updated to ‘2-Processed’. This Leave Line will remain in the Requested tab of Maintain Leave Records IAAL screen as a permanent record of the line’s approval but this line will not be used in payroll processing; a new Leave Line will be generated by the system with a status of ‘3-In Payroll’ with a leave approval ‘Not Required’. It is this new line in the ‘In Payroll’ tab of IAAL that will be carried through and processed in payroll.
Below is an example of a leave line being requested in ESS My Leave Planning WEALP, approved in MSS Approve Leave Requests WVDALR and then picked up by Pay Transaction Generation Report UPTG and processed by payroll. The example below has LEAVE_APPRVL_REQ = Y and LEAVE_AUTO_SUM = Y in IMST and a simple Leave Line approval setup in IDAP.
- A leave is requested by the employee in ESS - My Leave Planning WEALP.
- The Leave Line appears in Maintain Leave Records IAAL with a status of ‘1-Reqeuested’ and approval of ‘Awaiting Approval’.
- The approval appears for an approver in MSS - Approve Leave Reqeusts WVDALR. The Leave Line is ready for Approval.
- The Leave Line gets approved and is ready for payroll to process it.
- Even if the Leave Line is approved it cannot enter payroll until a ‘timesheet’ (IPTR, IPTS or IPPH) has been generated.
- When either the UPTG or UEGTS is run, the Leave Line can be picked up by payroll. Ensure that the ‘Ignore Leave Lines’ is set to ‘No’ on the UPTG run.
- The requested Leave Lines remain in the Requested tab in IAAL with the status of ‘2-Request Processed’ and an approval of ‘Approved’.
- A new Leave Line has been created and placed in the 'In Payroll' tab with a status of ‘3-In Payroll’; approval is ‘Not Required’ (not shown on the screen)
- The Leave Line shows as a pay transaction in IPTR or as a time sheet entry in IPTS
- When UPTR (or UPCTS for timesheets) is run, the Leave Line becomes a pay line in IPPH
- Once in IPPH the Leave Line is processed through payroll and will change status twice more as the pay is calculated (UPCALC) and closed (UPCLOZ)
- When the pay is calculated (UPCALC) the Leave Line can be seen in the Historical tab with a status of ‘5-Unofficial Accr Upd’ until the pay is closed. The Leave Line is no longer in the Payroll tab.
- Once the pay is closed, the Leave Line is updated to its final status of ‘6-Official Accrual Upd’ in the IAAL Historical tab. The Leave will also show on the IAAL All Leaves at a Glance tab with 2 records - one wiht a Status of '6-Official Accrual Upd’ and an Actual Time and the other with Status of '2-Request Processed' and Projected Time value.
