Transcript Document

TM: Absence Quotas
HR_TM_330
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HR_TM_330 TM: Absence Quotas
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Prerequisites and Roles
•Prerequisites
 UK_100 IRIS Awareness & Navigation
 HR_200 HR Overview
 HR_TM_310 TM: CATS Time Entry
 HR_TM_320 TM: Variants & Reports
If you have not completed all of these
prerequisite courses, please do so
prior to taking this course.
•Roles
 This course is primarily intended for
users responsible for the recording
and reporting of working times and
absences.
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Course Content
• Unit 1 - Absence Quotas
• Unit 2 – Displaying Quota Balances
• Unit 3 – Quota Compensation Payouts
• Course Summary
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Course Learning Objectives
• Gain an understanding of absence quotas and how they
are accrued and used
• Learn how to display absence quota balances
• Be able to process various absence quota payouts upon
separation or retirement from the University
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Check for Understanding
• The Check for Understanding is a series of questions
which will be presented at the end of each unit.
• You must successfully pass a unit’s Check for
Understanding before proceeding to the next unit.
• To complete:
1.
Click on the radio button next to your answer
2.
Click on the Next button
3.
Repeat Steps 1 & 2 for each question
4.
After answering all of the questions, click on the Submit All
or Submit All Answers
button
5.
Upon passing, click on the Finish button to continue to the
next unit in the course
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Unit 1
Absence Quotas
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Absence Quotas
• The term Absence Quota refers to an employee’s
entitlement to absence for the following quota types:
 01 – Vacation
 02 - Temporary Disability Leave (TDL)
 03 – Military Leave - Training
 07 – Holiday
 11 – Vacation - 10/11 month faculty
 12 – Vacation - 12 month faculty
 13 – Vacation - Faculty member in staff position
• Absence quota balances are maintained in IRIS for all
eligible employees except Post Doc Scholars and
Housestaff employees.
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Absence Quotas
(Continued)
• The day-to-day use and thus reduction of absence quota
balances occurs from the time data being entered in CAT2
with the appropriate Absence Type.
• Major adjustments to absence quota balances are made
only by the HR Employee Relations office. For example:
 A new employee is eligible for Holiday Leave for an upcoming
holiday, but they were not active in IRIS at the time of the
normal accrual.
 An employee participates in the Sick-to-Vacation Leave
Conversion in April, or donates Vacation Leave to the Staff
Shared Leave Pool in May.
 Note:
Departments must communicate and work with
Employee Relations for any major adjustments.
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Absence Quota Accruals
• Eligible employees accrue absence quotas based on HR
Policy and Procedure (http://www.uky.edu/HR/policies).
 Vacation and TDL quota accruals occur during the “Prelim”
payroll run each pay period, but the number of hours
accrued in a pay period will not available for use until the
first day of the following pay period.
 Holiday quota accruals occur at least three weeks in advance
of the holiday and six weeks for the four bonus days.
 Faculty members (10-, 11-, and 12-month appointees) are
granted all allowable Vacation quota on July 1st or on the hire
date for the new faculty. The amount is prorated when the
hire date is later than July 1st.
• An employee must be in a paid status for at least 50% of a
pay period in order to receive the quota accruals for the
pay period.
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Vacation Leave Quota
• Absence quota accruals for Vacation Leave are stored in
separate “buckets” for each Fiscal Year (FY). For example:
FY 09/10
FY 10/11
FY 11/12
• At the end of a FY, any unused Vacation quota earned
during that FY will be available for use for an additional 12
months. The system will make the quota unusable at the
end of that time period.
• IRIS will automatically adjust accrual amounts as annual
Vacation allowances increase for an employee (based on
years of service and employment status).
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Vacation Leave Quota
(Continued)
• IRIS will not accept entry of Vacation Leave if sufficient
quota is not available or the employee is still in their “new
hire” orientation (probation) period.
• Refer to Human Resources Policy and Procedure Number
80.0: Vacation Leave for more information:
 http://www.uky.edu/HR/policies/hrpp080.html
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Temporary Disability Leave (TDL) Quota
• Absence quota accruals for TDL are stored in one “bucket”.
All FYs
Expires
12/31/99
• There is no “use it or lose it” rule with TDL, thus the
expiration date for TDL is 12/31/9999.
• IRIS will not accept entry of TDL if sufficient quota is not
available.
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Temporary Disability Leave (TDL) Quota
(Con’t)
• Eligible staff may convert TDL quota to Vacation quota in
April at a conversion rate of three TDL days for one
Vacation day.
 The UK TDL/Vacation Conversion Form
(http://www.uky.edu/eForms/forms/templeave.pdf) must be
completed by the department and forwarded to Employee
Relations.
 Refer to Human Resources Policy and Procedure Number
87.0: Conversion of Temporary Disability Leave http://www.uky.edu/HR/policies/hrpp087.html
• Refer to Human Resources Policy and Procedure Number
82.0: Temporary Disability Leave for more information:
 http://www.uky.edu/HR/policies/hrpp082.html
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Holiday Leave Quota
• Absence quota accruals for Holiday Leave are stored in
separate “buckets” for each Fiscal Year (FY). For example:
FY 09/10
FY 10/11
FY 11/12
Expires
6/30/10
Expires
6/30/11
Expires
6/30/12
• Holiday quota earned during a FY expires June 30
of that
current FY. There is no 12 month extension, as with
Vacation quota.
th
• IRIS will not accept entry of Holiday Leave if sufficient
quota is not available.
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Holiday Leave Quota
(Continued)
• When an employee is required to work or is normally off
on any University holiday, equivalent time-off with pay
shall be granted on another scheduled work day, within a
specified period of six weeks, at the convenience of the
department. Departments with special
scheduling and staffing problems may
extend this period with the approval of
the department head and Employee
Relations.
• Refer to Human Resources Policy and
Procedure Number 83.0: Holiday Leave
for more information:
 http://www.uky.edu/HR/policies/hrpp083.html
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Military Leave Quota
• Military Leave quota is manually added by Employee
Relations and covers a two week time period for annual
training purposes.
• IRIS will not accept entry of Military Leave
(Absence Type 7402) if sufficient quota
is not available.
• Refer to Human Resources Policy and
Procedure Number 75.0: Uniformed
Services Leave (Military Leave) for more information:
 http://www.uky.edu/HR/policies/hrpp075.html
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Unit 1
Check for Understanding
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•
•
•
•
PROPERTIES
On passing, 'Finish' button:
Goes to Next Slide
On failing, 'Finish' button:
Goes to Previous Slide
Allow user to leave quiz:
After user has completed
Unit 2
Displaying Quota
Balances
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Displaying Absence Quota Balances
• Appropriate department users and business officers will
have access to display absence quota balances for
employees within their organizational unit(s).
• There are two transactions in IRIS which provide real-time
absence quota balances: PT_QTA10 and PT50.
• Absence quota balances may also be seen on the Leave
Balance Statement for eligible employees via the
myUK/Employee Self-Service screen.
• Contact Employee Relations regarding any absence quota
balance concerns or errors.
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Absence Quota Terminology
Terminology
Definition
Entitlement
Beginning balance plus all accruals
Requested/Used
Time taken
Remaining
Current available balance
Compensated to
Key Date
Number of hours an employee is being
compensated for if they are separating or
retiring from UK; Created by a Time Quota
Compensation (0416) “pay out” record in
PA30
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Absence Quota Date Terminology
Terminology
Definition
Start Date
Date when quota accruals begin
End Date
Date when quota accruals end
Deduction from
First date when quota is available for use
Deduction to
Last date when quota is available for use
(also referred to as the “expiration date”)
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PT_QTA10/Absence Quota Information
• Transaction PT_QTA10 provides a very basic report of
absence quota balances.
• To display absence quota balances for one employee for
the current Fiscal Year (FY) only:
1. Leave the Reporting Period as Today
2. Enter the employee’s Person ID or Personnel Number
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PT_QTA10/Absence Quota Information
(Con’t)
3. Ensure the desired dates are listed in the Quota Selection
section (usually the
defaults are adequate)
 Deduction Period – the start and end dates of the quota
deduction period
 Key Date for Deduction – displays all quota used up to this date
 Key Date for Entitlement – displays all quota accrued up to this
date

For example, to find an employee’s balance(s) on a specific date
in the past, set the Key Date for… fields to that date.
 Dates that are the same as the last day of the payroll cycle will
take into account quota accrual and leave usage as of the end of
the payroll cycle.
4. Click on the Execute icon
in the Application Toolbar
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PT_QTA10/Absence Quota Information
• This is an example report:
(Con’t)
• Ignore the Vacation(Legacy Transfer) and first Holiday
rows. They are no longer valid quota types.
 You will see these mostly with employees who were in an
Active status in IRIS at the time of the conversion from the
legacy HR system (HRS) to IRIS.
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PT_QTA10/Absence Quota Information
(Con’t)
• To display balances from all FYs, change the Reporting
Period to Past (until today) and click on the Execute icon.
• For the Vacation and Holiday Quota , each row represents
a FY’s data. The rows are in ascending order by FY with
the bottom row being the current FY’s data.
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PT_QTA10/Absence Quota Information
(Con’t)
• To display only usable quota, you can filter out expired
time. On the report screen:
1. Click on the Set Filter icon in the Application Toolbar
2. Locate and double-click
on Deduction to in the
Column Set
3. Click on the Filters icon
below the Column Set
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PT_QTA10/Absence Quota Information
• To display only usable quota (Continued):
(Con’t)
4. Enter today’s date and 12/31/9999 in the Deduction to
date range fields
5. Press Enter

This will display only quotas that are available for use today
through the future. All lines that represent quotas that have
expired will disappear.
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PT_QTA10/Absence Quota Information
(Con’t)
• To view multiple employees you can use the concepts
taught in the Selection Variants course. For example:
 Use the Multiple Selection icon to the right of the Personnel
Number field to list multiple Personnel Numbers
 Use the Selection Fields icon to add the Organizational Unit
field to the screen, and then enter your Org Unit number
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PT50/Quota Overview
• Transaction PT50 displays one employee’s absence quota
balances and their accruals for each pay period.
1. Enter the employee’s
Person ID and press
Enter to populate the
employee’s information
on the screen
2. On the Selection dates
tab, click on the All
button in the lowerright corner
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PT50 - Absence Quotas Tab
• Click on the Absence Quotas tab to display all absence
quota balances.

Note: These are only the grand total lines ( ). To view
further details (like quota balances for individual Fiscal
Years for Vacation and Holiday), click on the Expand button
in the lower-left corner of the screen.
Ignore the
04/Vacation(Legacy
Transfer) and 06/Holiday
lines. They are no longer
valid quota types.
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PT50 - Absence Quotas Tab
(Continued)
For Vacation and Holiday, the top row is the oldest FY’s
data, and the bottom row is the current FY’s data.
Click on the Collapse
button to display only the
grand total lines again.
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PT50 - Absence Quotas Tab
(Continued)
• Scroll to the right to see the four date columns.
 Remember, the Deduction to column is the “expiration date”.
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PT50 – Accrual Information Tab
• Click on the Accrual information tab to display the accrual
amounts (in the Generated column) an employee has
received every pay period for each quota type.
Balances loaded
during conversion
just prior to the
IRIS HR go-live
(April 2006)
Accruals
generated each
pay period
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Leave Balance Statement
• The Leave Balance Statement is available in the myUK
portal for employee’s to review their quota balances and
other absence details at any time.
• The quota balances are updated only once each day, so
they are not as “real-time” as in PT_QTA10 and PT50.
• To access the statement:
1. Sign on to myUK
2. Click on Employee Self-Service
3. Click on Working Time
4. Click on Leave Balance Statement
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Leave Balance Statement
(Continued)
Click on PDF for a
printable version
Click here to view
previous FY data
The Remaining balances
are as of the date at the
top of the statement.
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Unit 2
Check for Understanding
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•
•
•
•
PROPERTIES
On passing, 'Finish' button:
Goes to Next Slide
On failing, 'Finish' button:
Goes to Previous Slide
Allow user to leave quiz:
After user has completed
Unit 3
Quota Compensation
Payouts
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Quota Compensation Payouts
• Upon separating or retiring from the University of
Kentucky, eligible staff and faculty may be paid for all or
a portion of their accumulated Vacation, Temporary
Disability Leave (TDL), and/or Holiday Leave through
what are called quota compensation payouts.
• Before processing a payout, always
review UK’s HR Policy and Procedure
Manual to determine eligibility.
 http://www.uky.edu/HR/policies
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Quota Compensation Payouts
(Continued)
• Quota payouts should be processed the day after the
Preliminary Payroll Run of the employee’s last pay period.
 For example, if a monthly employee’s last day is March 31,
2011, then the quota payout should be processed on March
18, 2011.
 This will ensure the employee’s last quota accruals have
occurred and all eligible hours are available.
 The hours entered in the quota payout will be processed
during the next payroll run (Trial Payroll Correction Run), and
the pay amount will be included in the employee’s last
paycheck.
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Quota Compensation Methods
• Early in this transaction you will
be prompted to select the
appropriate compensation
method.
• For the first four methods, the last letter in the 4-letter
code will be either “E” if the employee is Exempt, or “N” if
the employee is Non-exempt.
• Do not use the VACL Vacation method.
valid.
It is no longer
• The VAFS Vacation method is to be used for a Faculty
member in a staff position.
• The ZVEX and ZVFA Vacation methods are to be used by
the Payroll Office only!
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Quota Compensation Methods
(Continued)
• An employee retiring from UK may have up to two (2)
transactions for TDL compensation:
/
1. TDL payout non-exempt/exempt – This is a 22 day lump
sum option (22 days X # hrs/day) which should be
processed first!
2. TDL payout non-ex/exempt Ret 10% - This is referred to
as the Retirement Contribution Component. The employee
can be paid for 10% of the remaining TDL quota amount
after completing the 22 day payout. In the No. to
compensate field, enter the total number of hours
remaining. IRIS will automatically calculate the 10% of this
remaining amount.
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Time Quota Compensation (0416)
1. Enter transaction PA30
2. Enter the employee’s Person ID and press Enter
3. On the UK Time Data tab click on gray select box left of
the Time Quota Compensation (0416) infotype
4. Click on the Create icon
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Time Quota Compensation (0416)
(Continued)
5. Double-click on the desired quota type (Vacation used in
this example)
6. Enter the Start date, which must be the employee’s last
working day
7. Ensure the correct Comp. method is displayed – If not,
cancel and repeat steps 4 and 5 to select correct method.
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Time Quota Compensation (0416)
(Continued)
8. Based on HR Policy and Procedure and what the
employee is eligible for, enter the number of hours to be
paid out in the No. to compensate field
In this example, Jonsey
accrues 20 days of
Vacation leave a year and
works 8 hours per day,
which means he is eligible
for a maximum of 160
hours. Since his quota
balance is 123.45, he is
thus eligible to be paid
for all of that quota.
9. Click on the Save icon
this record
in the Standard Toolbar to save
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Quota Compensation Overview
• Click on the Overview icon
in the Application Toolbar
to review the payout record(s) you have created.
• If you need to make any adjustments to the information
entered, click on the gray box to the left of the row to
select, and then click on the Change icon – Make the
necessary changes, then click on the Save icon.
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Quota Compensation Subtype Field
• When processing a different compensation method it may
be necessary to clear out the subtype (Sty) field in the
Direct selection section at the bottom of the PA30 screen.
The code for the last, saved payout may remain in the
field, and the system will “think” that is the method you
are wanting…when it really may not be.
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Quota Compensation Subtype Field
(Continued)
• You may also need to clear the subtype (Sty.) field on the
Overview screen so that it shows all records in the
infotype, not just the type matching the subtype code.
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Unit 3
Check for Understanding
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•
•
•
•
PROPERTIES
On passing, 'Finish' button:
Goes to Next Slide
On failing, 'Finish' button:
Goes to Previous Slide
Allow user to leave quiz:
After user has completed
Course Summary
• Vacation, Temporary Disability Leave (TDL), Holiday, and
Military (Training) Leave are the four types of absence
quotas maintained in IRIS for all eligible employees except
Post Doc Scholars and Housestaff employees.
• Absence quota balances can be viewed via transactions
PT_QTA10 and PT50 as well as in a couple of the myUK
Employee Self-Service (ESS) applications. The two
transactions provide real-time balances, whereas the
balances seen in ESS are either refreshed on a daily basis
or are as of the end of a pay period.
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Course Summary
(Continued)
• Upon separating or retiring from the University of
Kentucky, eligible staff and faculty may be paid for all or a
portion of their accumulated Vacation, Temporary
Disability Leave (TDL), and/or Holiday Leave through what
are called quota compensation payouts. Eligibility and
payout amounts are all defined in the HR Policy and
Procedure Manual.
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Time Management Help Websites
• myHelp HR & Payroll Help website:
http://myHelp.uky.edu/rwd/HTML/HR.html
 Contains updated and printable course manuals, Quick
Reference Cards, HR/Payroll Frequently Asked Questions, a
link to the HR/Payroll Reference Manual, etc.
• IRIS-HR website:
http://www.uky.edu/IRIS/HR/
 Contains the HR/Payroll Reference Manual, IRIS HR/Payroll
Forms, access to the IRIS Payroll Schedules, etc.
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Time Management Curriculum
• You have now completed the last of three WBTs in the
Time Management curriculum.
• Please advance to the last slide in this course!
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Course Completion Instructions
• To complete this course:
1. Click on Attachments (upper-right
corner)
2. Click QRC Course Completion and
print the QRC
 Note: The QRC will open in a
separate browser window.
3. Click OK to close the Attachments
window
4. Follow the steps on the QRC
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