5c. Run adjust carryover hours
You can adjust employee leave hours at year end to match the carryover limit on the leave rate. Running this routine will reduce the carryover hours based on the leave rate limits. This is a three-step process. First, back up the Payroll database just in case the employee's original leave balance needs to be restored. Second, verify the leave hours that will be carried over and the adjusted leave balance for each employee. Last, create the transactions that will adjust leave hours.
IMPORTANT
- Perform these steps only if the Adjust to Carryover At option on the leave rate is set to Calendar Year-end.
- Run this routine in the pay period that contains the pay period that includes 12/31/YYYY in the calendar year.
Watch a video
First, back up the Payroll database
Back up the files created during the current year. Follow these instructions to make a temporary copy of the Payroll database. You may need the backup file if you need to restore transactions that will be deleted from the database. See the help topic titled How do I back up the Payroll database?
Do I need to back up the database now? A good backup strategy can restore data that is lost due to unforeseeable circumstances. You may need to contact your IT/IS department to make a permanent backup. Your IT/IS department can also help you set up a backup schedule that suits the needs of your site.
Second, review adjusted leave hours report
Run Adjust Leave Carryover Hours in report only mode. Printing the report is a quick way to review and verify the employee’s leave hours that exceed the carryover limit and review the employee’s new leave balance that will be calculated using the current employee settings and leave pay codes.
Do this...
1. Open Connect Payroll > Employees > Adjust Leave Carryover Hours.
Warning: This routine will adjust employee leave time carryover based on the settings for the selected leave time rates, as described in the warning message on the screen. You may change the selected pay codes and/or leave rates that will be included in the routine, as necessary for your site.
2. Select the pay codes and leave rates to adjust.
Leave Rates selected in Adjust Leave Carryover Hours
3. Use the Print box to select Report Only.
Print menu
Why am I using Report Only? Remember, the task is to review the adjusted leave hours transactions. When you have verified the adjusted leave hours are correct for each employee, the next step is to create the transactions that will adjust the employee's leave hours.
4. Click GO (Ctrl+G).
The Leave Carryover Hours Report prints.
5. Use the report to review the leave adjustments for each employee.
Why didn’t the routine adjust leave time? Run the routine in report only mode will print a report without creating transactions to adjust leave time. You can use the report to review the leave time transactions that will be created. If the transactions on the report aren't correct, check if the correct leave pay codes and leave rates have been selected.
STOP!
Are the leave adjustments correct for each employee?
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Yes, the leave adjustments are correct. You're ready to adjust leave hours. Continue to Third, Adjust Leave Hours.
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No, the leave adjustments are not correct. If the error is on an employee, use Modify Existing Employees to review the leave pay codes assigned to the employee. If the error is on a leave pay code, use Organization > Pay Codes to review the pay code settings. Then, run the Adjust Carryover Leave Hours routine again with the Print Report Only selected from the Print menu (Second, Review Adjusted Leave Hours Report).
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Third, create transactions to adjust leave hours
After you verify the leave adjustments and balances, the last step is to create the transactions that will adjust the employee leave time to match the carryover limits. You should use the same settings that you used to print the report. If you haven't closed the Adjust Leave Carryover Hours routine, the routine will show the same settings that you used to print the report.
IMPORTANT! Be sure you have a backup of your Payroll files before you continue. See the help topic titled How do I back up the Payroll database?
Do this...
1. Open Connect Payroll > Employees > Adjust Leave Carryover Hours.
2. Use the Print box to select No Report or Report.
Print menu
3. Click GO (Ctrl+G)
The leave balances on leave rates with a carryover limit have been adjusted. Go to Step 5d. Verify New Leave Balances.
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