For all employees, leave usage can be reported in two ways: either using the Time Input
Roster (IDTC) function or the Late/Reduce Pay (EDLR) function.
The advantage of reporting leave usage on the Time Input Roster is the system can apply the leave usage first and then process the accrual so that employees at or near their vacation maximum do not lose accruals in error and paycheck stubs and surepay advices reflect the balances that coincide with the pay period end date.
In order to record leave usage and accrual adjustments, it is important to use the proper DOS (Description of Service) codes. There are eight codes used to record leave usage and accrual adjustments and there are four codes that are used to pay employees which also reduce leave balances. A chart which lists the leave accrual DOS codes along with a brief description of each code is shown below. Following this chart are examples of processing leave usage and an accrual adjustment.
| DOS Code | Description | Explanation |
| CTA | Compensatory Time Accrued | Used to adjust compensatory time balances on Time Input Roster or Late/Reduce Pay (EDLR) screen. |
| CTO | Compensatory Time Off | Used to report compensatory time used by an employee on Time Input Roster or Late/Reduce Pay screen. |
| PTO | Trip Bonus Leave Taken | Used to report Trip bonus time used by an employee on Time Input Roster or Late/Reduce Pay screen. |
| SKL | Sick Leave Taken | Used to report sick time used by an employee on Time Input Roster or Late/Reduce Pay screen. |
| SLA | Sick Leave Accrued | Used to adjust sick leave balances on Time Input Roster or Late/Reduce Pay screen. |
| VAC | Vacation Leave Taken | Used to report vacation time used by an employee on Time Input Roster or Late/Reduce Pay screen when the employee is paid from a single FAU in the same department or when the department is manually prorating the leave in that department. Also used to reverse vacation leave (VAC or VAX) previously reported in error. |
| VAX | Vacation Usage to be Prorated | Used to prorate vacation time used by an employee on Time Input Roster or Late/Reduce Pay screen when the employee is paid on multiple FAUs in the same department. Cannot be used to reverse leave usage previously reported in error. |
| VLA | Vacation Leave Accrued | Used to adjust vacation leave balances on Time Input Roster or Late/Reduce Pay screen. |
| VLC | Vacation Leave Catastrophic | Used to report vacation time, received from or donated by other employees to assist an employee in a case of extraordinary need, used by an employee on Time Input Roster or Late/Reduce Pay screen. This code may only be used with prior approval. |
 |
||
| CMP | Compensatory Time Paid | Used to pay off a compensatory time balance on Time Input Roster or the Additional Pay (EDAP) screen. Compensatory time balances are paid off in the following situations: (1) when the maximum allowable accrued hours are reached, (2) within the time periods proscribed by personnel policies and bargaining unit agreements, (3) when an employee transfers to a new funding source or department, and (4) upon separation from employment. |
| PTT | Terminal Trip Bonus Pay | Used to pay off the TRIP bonus leave balance on the Additional Pay screen when an employee separates. This DOS code also reduces the TRIP Bonus Leave balance on the EDB. |
| TVM | Term Vacation - Med Ctr | Used to pay off the vacation balance on the Additional Pay screen when an employee separates from the Medical Center only. This DOS code also reduces the Vacation Leave balance on the EDB. |
| TVP | Terminal Vacation Pay | Used to pay off the vacation balance on the Additional Pay screenwhen an employee separates. This DOS code also reduces the Vacation Leave balance on the EDB. |
| Note: The first nine DOS codes on this chart DO NOT PAY EMPLOYEES -- these codes are used to adjust leave balances and report leave usage. The last four DOS codes generate pay to the employee AND also reduce the leave balance. | ||
F2.2 Processing
Leave Usage and Adjustments
Time Input Roster
One method of processing leave usage and/or adjustments for an employee is using the Time Input Roster function. Select the appropriate Time Input Roster for your department. Enter on the screen all the information related to the leave usage or adjustment to be processed for the employee (Refer to Section C2.0 for general directions on completing the Time Input Roster).
In the example below, in addition to reporting time on REG pay status for the Positive time paid employees on the Time Input Roster, 16 hours of vacation leave usage are being reported for employee ‘Adam Apple’ and 8 hours of sick leave usage are being reported for employee ‘In Azoo’.
PPEDHC0-E0967 Dept. Time Reporting 10/23/YY 14:44:23
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 01 of 10
FULL ACCOUNTING UNIT: 4 660500 19900 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y APPLE,ADAM 123789456 11 5522 4 660500 19900 2 02157.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 016.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y ATOM,ANDY 987654321 12 5522 4 660500 19900 2 02017.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y AZOO,IN . 000222333 11 8076 4 660500 19900 2 01899.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 0.9500 H/%: % Prorate:
Overtime/Leave Time DOS: SKL Time (Hrs): 008.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0001 Input Accepted
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
In the example below, for the Exception paid employees on this Time Input Roster, the
roster is used to report 16 hours of vacation leave usage for employee Dan Demo and 8
hours of sick leave usage for employee Eve Except.
PPEDHC0-E0967 Dept. Time Reporting 04/15/YY 14:26:17
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 001 of 055
FULL ACCOUNTING UNIT: 4 660500 19900 1
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
DEMO,DAN 947003947 13 7672 4 660500 19900 1 04053.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 016.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
EXCEPT,EVE 300003300 12 4005 4 660500 19900 1 04000.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: SKL Time (Hrs): 008.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
ISH,FOOL 636267636 12 4007 4 660500 19900 1 05167.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
The advantage of reporting leave usage on the Time Input Roster is that the usage will
be subtracted from the employee’s balance prior to the new accrual being added to the
employee’s balance. For employees that are at or near their vacation leave accrual
maximum, reporting the usage on the roster will prevent the system from erroneously
recording lost vacation leave accrual and insure that the employee’s vacation leave
balance is correct. (Refer to
Section F4.3, Employees
at Vacation Max.)
Another method of processing leave usage and/or adjustments for an employee is using the Late/Reduce Pay function. Some of the most common uses of the EDLR screen to record leave usage and/or adjustments rather than the Time Input Roster are:
From the Department Adjustment transaction menu, select the Late/Reduce Pay function to access the EDLR screen. Enter on the screen all the information related to the leave usage or adjustment to be processed on the employee. (Refer to Section D5.0 for general directions on properly completing the EDLR screen.)
The Transaction code ‘LX’ is used to process leave usage and ‘RX’ is used to process leave reduction or reversal. In addition to entering the appropriate transaction code on the EDLR screen, you need to enter the appropriate DOS code and hours in the fields (highlighted below) on the EDLR screen reserved for leave usage and/or adjustments.
PPETLR0-E0967 Dept. Time Reporting 12/06/YY 16:58:50
11/17/YY 23:03:06 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 701000001 Name: BLUES,BERTHA D Emp Status: A
Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle: MO Page 1 of 1
C
Seq: 00003 Tr: RX Per End: 1130YY Pay Cy: M Dst: 13 E: C T: 2 D: Ttl: 7241
LACFPS: 4 660525 19900 1 Rate: 03000.00 AH: A Prorate:
DOS: REG Time: 0.2000 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 444555666 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 1231YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
In the example below, vacation leave usage of 40 hours and sick leave usage of 16 hours
is reported for an employee on the EDLR screen. The usage is manually split
between the two fund sources from which the employee is paid using the DOS code of VAC.
Note: The department also has the option of
allowing the system to split the vacation leave usage using the DOS code of VAX
as long as the usage is reported in a timely manner. More information
about prorating leave can be found in
Section F5.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 701000001 Name: BLUES,BERTHA D Emp Status: A
Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00102 Tr: LX Per End: 0331YY Pay Cy: M Dst: 12 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660500 19900 1 Rate: 02157.00 AH: A Prorate:
DOS: Time: H%: DOS: VAC Hr: 30.00 DOS: SKL Hr: 12.00 WSP:
Seq: 00103 Tr: LX Per End: 0331YY Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660500 33333 2 Rate: 02157.00 AH: A Prorate:
DOS: Time: H%: DOS: VAC Hr: 10.00 DOS: SKL Hr: 4.00 WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 701000001 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0420YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
If more than two leave usage transactions need to be reported or if leave usage from
more than one pay period needs to be reported, use subsequent sequence lines on the
screen, as shown in the example above.
The primary problem with processing leave usage and/or adjustments using the EDLR screen is this: if a transaction is processed after the pay compute for the related leave accrual cycle, the leave usage may not be subtracted from the employee’s balance prior to the new accrual being added to the balance. For employee’s at or near their vacation leave accrual maximum, this may mean that the system will record as "lost" some vacation leave hours that actually were not lost. In such a case, a vacation leave adjustment would need to be processed to restore the employee’s current vacation balance to the correct amount.
In the example below, a vacation leave adjustment of 5.67 hours is being processed for an employee.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 601000777 Name: ANTE,PENNY Emp Status: A
Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00104 Tr: LX Per End: 0323YY Pay Cy: B Dst: 11 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 19900 2 Rate: 025.1400 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 5.67 DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 701000001 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0420YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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