There are three options to apply carryover, during payroll, during Calculate Leave Accruals or Anytime using Carryover utility. Below we discuss the setup for each option, how to calculate manually using the Apply Leave Carryover Utility and then review a few common scenarios for applying carryover.
For applying carryover during payroll processing, the system looks at the build end date and uses that date as the Carryover Calculation date. If the build end date is on or after the Carryover Date on the Employee Leave Maintenance window the system will apply the carryover.
Apply carryover during payroll processing
For applying carryover using the manual process from the Calculate Leave Accruals window, the system looks at the Accrued though Date if that date is on or after the Carryover Date on the Employee Leave Maintenance window the system will apply carryover.
Apply carryover during manual processing (Calculate Leave Accruals window).
HR/Payroll > Transactions > Calculate Leave Accruals
For applying carryover manually from the Calculate Leave Carryover Amounts window, the system looks at the Carryover Calculation Date, if that date is on or after the Carryover Date on the Employee Leave Maintenance window, the system will apply carryover. The Calculate Leave Carryover Amounts window allows you to run carryover anytime regardless of the options selected from the leave setup window.
HR/Payroll > Utilities > Payroll > Apply Leave Carry Over Amounts
The system uses the specified dates to determine if an employee should have carryover applied.
The screen below shows the different results based on the dates used. The system does automatically increment the carryover date once carryover is posted for an employee.
Here are a few examples of ways to setup Carryover, you may mix and match the different options based upon your specific needs.
Example 1: At the end of the year, the employee should have the current balance removed and have zero hours available.
We would setup the Carry Over Option to Carry Over at Calendar Year End and the Carry Over Maximum Hours to zero. The system will then allow an employee to carry over zero hours into the next year. If an employee had 20 hours available and took 16 hours on the last pay period of the year, the system would first remove the 16 hours from the 20 hour balance and then reduce 4 hours as a carryover adjustment. This would leave the employee with 0 hours available. If the employee has an accrual for the new year the accrual amount would be calculated after Carry Over is applied (see order of operations below).
Example 2: At the end of the employee anniversary year the employee may carryover 40 hours to use next year. Any hours over 40 hours will be paid out to the employee.
We would setup the Carry Over Option to Carry Over on Anniversary Date and the Carry Over Maximum Hours to 40. The system will allow an employee to carry over 40 hours into the next year. If an employee had 72 hours available and took 10 hours on the pay period of their anniversary, the system would first remove the 10 hours from the 72 hour balance and then reduce 22 hours as a carryover adjustment. Since we entered PAYOUT as a Transfer Excess to Leave Code this leave code will have a transfer of 22 hours added which can then be paid out to the employee. This would leave the employee with 40 hours available. If the employee has an accrual for the new year the accrual amount would be calculated after Carry Over is applied (see order of operations below).
Note: you may be able to use a COMP leave type to automatically create the payout transaction. We recommend you test this process in a test company to ensure the system will payout the leave time as you desire. Another option is to use a lump sum leave type as the Payout leave code and enter zero accrual hours then, run a report on the leave code to enter the payout transactions in Payroll Transaction Entry.
Since we used Carry over on Anniversary Date the Date is blank on the Leave Setup but is assigned on the Employee Leave Maintenance window. The system uses the Accrual Based On date of Hire, Adjusted Hire or Other date, depending on the setup for the employee.
Example 3: On July 1 the employee may carryover 80 hours of vacation time to use next year and any excess up to 40 hours (over the 80 hours) may be transferred to sick time.
In this scenario, we have two carryovers being applied and one needs applied before the other. To do this we need to use two different carryover calculation processes. The first carryover we want to apply is the 80 hours to the Vacation leave code. We can automatically apply this during payroll or the calculate leave accruals process. If you want to apply this using the Apply Leave Carryover Amounts window, you would need to filter to this Leave Code and calculate the vacation first then, filter to the second Leave Code to apply the 40 hour rule second. In this example, the second Leave code applying the 40 hour maximum would always be calculated manually using the Apply Leave Carry Over Utility.
If an employee had 170 hours available for the pay period 07/01/2016, the system would first apply the taken time (if any) then reduce the available amount to 80 hours to remain in the Vacation current balance available. This would transfer 90 (170-80) hours over to the Sick Leave Code. Based on my setups this would happen during payroll processing or Calculate Leave Accruals. Then, we would need to apply carryover to the Sick leave code using the Apply Leave Carryover Amounts Utility window to reduce the 90 hours to 40 hours on the Sick Leave Code.
When both Manual and Payroll options are unmarked Carryover can only be applied using the Apply Carry Over Amounts Utility window.
Comprehensive Leave Manager Order of Operations
The system will process Leave Time in the following order:
- Apply Taken Time
- Apply Carry Over Limits
- Convert Paid Hours to Comp Time
- Calculate Accrual Amounts
- Apply Maximum Accrual Limits
- Make Pending Time Available
- Apply Maximum Balance Limits
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Last Review: April 25, 2016 – Revision: 1.1
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