Leave Records {PLOP-1}

This Menu Option is used to maintain the Leave Records of Employees.

The Menu Option consists of two tabs:

Leave Records per Person

o Used for viewing and maintaining employee leave records

Leave Record Bulk Queries:

o Used for searching on criteria for multiple employees and viewing the leave records that meet the criteria of the search

Tab 1 – Leave Records per Person

Search Area:

The following default Search fields are displayed. In addition, the Advanced Search Button may be used to refine the search criteria and the results that are returned.

Field	Type & Length	Description
Leave Package valid on Date	DD-MON-YYYY	Enter the date for which the applicable leave package / leave types / leave records are to be displayed. Mandatory field. Sysdate will be defaulted. Should an employee’s Leave package have changed during their service period and a history leave package is to be displayed, a history date will be entered to retrieve the leave types / leave records applicable to the history service period
Personnel Number	A9	Personnel Number Mandatory field
Leave Type	A3	Only Leave Type {PLCS-2} that is part of the Leave Package Structure {PLCS-3} indicated on the Personnel Member's Service Record {PBOP-2} is allowed. The List of Values will display all Leave Types applicable to the Leave Package linked to the employee for the ‘Leave package Valid on Date’ entered

Leave Types:

The Leave Type/s searched on, for the employee will be displayed in the following format:

Field	Type & Length	Description
Personnel Number	N9	As entered in the Search Area
Title, Initials, Surname	A3	As defined for the Personnel Number {PBOP-1}
Leave Package & Description		As defined for the employee for the Valid on Date entered in the Search Area {PBOP-2}
Continuous Start Date	(DD-MON-YYYY)	The continuous Service Record End Date applicable to the valid on date entered in the Search Area{PBOP-2}
Continuous End Date	(DD-MON-YYYY)	The continuous Service Record End Date applicable to the valid on date entered in the Search Area {PBOP-2}
Leave Type and Description		The Leave Type entered in the Search Area. If left blank, then all Leave Types linked to the Leave Package of the employee {PLCS-3}
Leave Balance		The Leave Balance of the Leave Type
Days	N6.2	As defined for the Leave Package / Leave Type {PLCS-3} C- Calendar days W – Working Days
Debiting	A1	As defined for the Leave Package / Leave Type {PLCS-3} M- Manual A - Automatic

Results / Maintain

This block is used to View and Maintain the Leave Records of an employee.

Results:

All leave records, applicable to the Search Criteria entered and for the Leave Type highlighted in the block above will be displayed.

Maintain:

o To create a new leave record, click on the ‘Create’ icon; a new row will be created for the user to capture the leave details

o To save a new leave record, click on the ‘Save’ icon; new records, changes as permitted to existing records must be saved or cleared before exiting

o To clear data captured, before saving, click on the ‘Cancel’ icon; clear records that have been created or changed but are not required

o To view or upload Documentation, highlight the applicable leave record and click on the ‘Document & Notes’ icon; documentation uploaded through the iEnabler leave system may also be viewed for the row that is highlighted

o To create a Reversal Entry for an incorrect Leave Debit record, click on the ‘Reverse Entry’ Button. Both the original leave record and the reversal leave record are flagged with a ‘Y’ under the ‘Reversal’ Column

o To create a Reversal Entry and a new row for a correct entry to be captured, click on the ‘Reverse & Create New Entry Button’. Both the original Leave Record and the reversal Leave Record are flagged with a ‘Y’ under the ‘Reversal’ Column

o Click on the ‘Export to Excel’ Button to export the data displayed into an excel spreadsheet

Please Note:

Leave is recorded in the form of "Debit" transactions for leave taken, or "Credit" transactions for leave granted.
Credits calculated by the Leave Credit Calculation {PLOP-2} will also show here as transactions.
All system generated entries are created with a pre-leading * in the Comments fields

Field	Type & Length	Description
Personnel Number	N9	Personnel Number.
Leave Type	A3	As highlighted in the previous Block
Start Date	(DD-MON-YYYY)	The date on which the Credit or Debit was raised, or on which the periods of leave commenced.
End Date	(DD-MON-YYYY)	The date on which the period of leave ended.
Debit/Credit	A1	Enter a “C” for credit, a “D” for debit, "S" for leave days sold or "A" for a leave cancellation. When the Leave Balance for a person is calculated, records with an "A" will be treated as credit records and records with an "S" will be treated as debit records. The system will default to (D)ebit.
Days	N6.2	Enter the number of effective leave days to be debited or credited, to two decimal places. In the case of credits, the system attempts no calculation based on the dates supplied and the user must supply the correct number of days. In the case of debits, one of two cases can apply : If “Auto / Manual Debiting” is set to (M)anual in the Leave Package Structure {{PLCS-3} for this leave package / leave type combination, the system will prompt the user with a number of days, which can be changed before< SAVE>ing the record. If it is set to (A)uto, the system will calculate the number of days and will not allow the user to change it; please ensure that the dates are correct before< SAVE>ing a record, since no deletion is possible and a correcting journal will have to be created in the case of an error.
Leave Reason Code & Description	A4	A Reason Code for Leave taken, as set up in Reasons for Leave {PLCS-4}, may be entered here. Note that this field may appear in the Leave Application of the Personnel iEnabler as "Medical Condition" for Leave Types {PLCS-2} where the Request Leave Reason is (Y)es.
Comments	A40	This optional field may be used to record the reference to a leave approval document, or any other comment that needs to be kept with the record. System Calculated Records are identified as follows: Leave Credits Calculation {PLOP-2} - “* LEAVE EARNED IN ARREARS ” or “ LEAVE EARNED IN ADVANCE ”. Leave Credit Adjustments {PLOP-4} - “ LEAVE BALANCE ADJUSTMENT ”. Consolidate Leave Records {PLOP-3} -“ BALANCE BROUGHT FORWARD *”. Any comment starting with an asterisk is reserved for programmatic use and can be neither changed nor inserted by the user. Note: It is not possible to delete any leave records in this option, or to change any record (except for comments other than the above). An erroneous entry must be rectified by creating a contra record by clicking on the Reverse Entry Button, the Reverse Field of both Leave Transactions will be flagged as ‘Y’ Should a leave balance go into debit, a warning message is provided and the user may indicate to continue (Y / N).
Reversed	A1	Leave Records that are reversed by highlighting the record and clicking on the ‘Reverse Entry’ Button are flagged with a ‘Y’ i.e. both the existing entry and the new reversal entry created. This field may not be set to Yes manually.
Monetary Value	N17.2	For the Selling of Leave, this is the amount to be paid to the person. The amount will automatically be calculated, based on the Monetary Value of Leave Days Sold. The value in the field is automatically populated by "Copy iEnabler Leave Applications into Leave Records" {PLOP-8} It is updateable for Leave "S"old - records where the field "Copied to Payroll" is not entered This value is used by "Create Leave Selling Earnings" {FPRI-12} to create Individual Earnings {FPRI-2} that will be paid through the Payroll System.
Date Copied to Payroll	DD-MON-YYYY	This field is not updateable and indicates the date on which an Individual Earning {FPRI-2} based on the record was inserted with "Create Leave Selling Earnings" {FPRI-12}
Transaction Sequence	N10	This field is not updateable and indicates the date on which an Individual Earning {FPRI-2} based on the record was inserted with "Create Leave Selling Earnings" {FPRI-12}

Example:

Rules for restriction on the number of leave days user may apply for based on their Service Period

Where Apply Special Leave Rules Indicator has been set to ‘Y’ on {PLCS-3} AND rules have been defined for the Leave Package/Leave Type combination on {PLCS-7} to restrict the leave debit days based on Service period then the processing rules below will be applied

Processing Rules

Determine the continuous Service period, use Start date of the Leave application for calculation not application date
Determine the number of Debit records already existing within the restriction period, count from both back office leave application {PLOP-1} and web leave application records that have not yet been copied to the back office
Leave Records, where ‘BALANCE’ exists in the Comments field, are excluded.

If condition are meet based on the processing rules then program will display an warning message ‘Restriction of Leave Days applies; see rules defined for this Leave Package / Leave Type on {PLCS-6}’ but will allow the process to continue

Example

Employee service record is 3 months, currently have already taken 2 days sick leave ,This employee applies for sick leave of 4 days on {PLOP-1} for leave type/leave package where the Indicator is set to ‘Y’ on {PLCS-3} and rules defined on {PLCS-6} for the Leave Package/Leave Type combination to restrict the leave debit days is set to 5 days for Service period from 1 year and above.

The program will display a warning message 'Restriction of Leave Days applies; see rules defined for this Leave Package / Leave Type on {PLCS-6}’ but will allow the process to continue

Half Day Leave Applications

Leave System has been enhanced to permit personnel to apply for leave on more than one Leave Type on the same day, providing the total leave applied for does not exceed one day in total. This will only be possible if 'Allow Half Day' is set to 'Yes' on both Leave Types {PLCS-2}.

Example

Example

Processing
Rules

The program will allow the user to apply for multiple leave records on the same day, but only for different leave types providing the total of the leave applied does not exceed 1 day.

Rules are as follows:

If user captures multiple portion of days on the same date for different leave types the program will allow these leave applications to be saved, providing the hours does not exceed 1 day (8 hours).
If total leave applied for exceeds 1 day, the program will not allow the user to commit. An error message will be displayed plus details of existing records that will include the following details:

Leave Type
Leave Start Date
Leave End Date
Number of Days

Tab 2 - Leave Record Bulk Queries:

Bulk queries can be executed for groups of employees by selecting either the Leave Type and / or Leave Package or Start and End Dates etc.

The data retrieved can be exported into excel. However, this query functionality is not intended for large volumes of data which may result in incomplete data when exporting to excel or delayed response times when retrieving the data. It is therefore recommended that the search criteria is refined before selecting the data.

No capturing of data may be done on Tab 2, this is to be done on Tab 1.

Search Area:

The following default Search fields are displayed. In addition, the Advanced Search Button may be used to refine the search criteria and the results that are returned.

Field	Type & Length	Description
Personnel Number	A9	Personnel Number
Leave Package	A2	As defined on {PLCS-1} Either Leave Package or Leave Type is a mandatory requirement, in addition to the Start and End Date when setting the Search criteria
Leave Type	A3	As defined on PLCS-2}and that is part of the Leave Package Structure {PLCS-3 } Either Leave Package or Leave Type is a mandatory requirement, in addition to the Start and End Dates when setting the Search criteria
Start Date	DD-MON-YYYY	Mandatory Please Note: · Records with Start Date >= date entered AND End Date <= date entered will be retrieved · To select records with a fixed Start Date and fixed End Date, the advanced search criteria is to be used.
End Date	DD-MON-YYYY	Mandatory Please Note: · Records with Start Date >= date entered AND End Date <= date entered will be retrieved · To select records with a fixed Start Date and fixed End Date, the advanced search criteria is to be used.
Leave Reason Code	A4	As submitted with the leave application. The LOV displays the Coe Structure defined on {PLCS-4}. The Leave Reason Code is set as a required field Y/N, for each Leave Type {PLCS-2}

Example

Export to excel

Date	System Version	By Whom	Job	Description
15-Dec-2006	v01.0.0.0	Charlene van der Schyff	t133582	New manual format.
31-Jul-2007	v01.0.0.0.	Allie de Nysschen	t133582	Correct manual for t142721 - copy web leave to std system.
15-Aug-2007	v01.0.0.0	Allie de Nysschen	t117453	Correct manuals.
16-Oct-2008	v01.0.0.0	Magda van der Westhuizen	t151711	Update manuals: Language Editing: Juliet Gillies.
25-May-2012	v03.0.0.0	Frans Pelser	t181123	Selling of Leave
18-Jun-2015	v04.0.0.0	Frans Pelser	t203310	Updated for Integrator 4
09-Sep-2019	v04.1.0.0	Nomhle Lubisi	t238894	Adding rules for restriction on the number of leave days user may apply for based on their Service Period.
03-Mar-2020	v04.1.0.1	Philip Patrick	t232804	Added leave half day functionality where two leave types may overlap on the same day, only if total time equals one day or less. Added leave half day functionality where two leave types may overlap on the same day, only if total time equals one day or less.
09-Apr-2021	v04.1.0.2	Kerrylee Naidoo	t239663	Enhancement to menu option and manual
15-Sep-2021	v04.1.0.3	Kerrylee Naidoo	t251588	Enhancement to manual