A leave plan is a rule used to automatically create leave ledger entries. Leave plans can update one or more leave ledgers.
To determine if a leave plan can update two (or more) ledgers, consider the business rules for accruals. If the business rules have the same basis, such as "vacation accrues every week" or "sick leave accrues every week", it is highly likely that one leave plan can do the automatic accruals for both. Also, a company policy such as "when an employee's sick leave is used up, start withdrawing from their vacation leave" suggests that one leave plan can drive both types of leave.
A few things you should know about leave plans:
Leave plan rules are defined in a custom SQL procedure that is associated on the leave plan record. These SQL procedures are typically written by AccountingWare based on your company's policies.
A GL calendar is assigned to each leave plan to determine how frequently leave is accrued. In general, the GL calendar on a leave plan matches the calendar for payroll runs.
Leave plans are assigned to employees in the Seniority & Leave Plans table on the Seniority & Leave tab of the employee record. You can optionally assign a range of effective dates to the employee's leave plan. Specifying a begin date allows the automatic accruals for a new employee to be delayed until a specific date. Assigning an end date allows automatic accruals to stop in case the employee is assigned to a different leave plan.
In reality, leave plans can track any kind of balance in Payroll that could be regarded as statistical. Think of a leave ledger as an accumulator for tracking and presenting a balance of the items it accumulates. Such items could include:
Vacation and sick leave, where an employee accrues time and uses it periodically.
Service months, where an employee earns tenure.
Events worked, where an employee receives special credits for working extra events.
Example
To track hours worked and apply special rules to those hours, such as limiting the accrual to a certain number per month, or to use hours as a basis for determining vacation leave accruals, you could set up an hours-worked ledger. The number of months or weeks worked can be tracked by calculating an accrual based on a payroll calendar or on the number of hours worked.
Since accrual calculations are custom procedures, virtually any "leave" policy can be accommodated.
The following procedure describes how to process a leave plan to accrue leave. Leave usage is calculated from time sheets. You should process leave plans after proofing time sheets but before printing checks and direct deposit advice (if you are printing leave ledger activity on check stubs). However, if check calculation relies on leave ledger balances, process the leave plans before processing time sheets.
Tip
Leave entries can be deleted and the plan(s) that created the (deleted) entries can be reprocessed at any time.
In brief, this is how leave plan processing works:
The Process Seniority & Leave Plans wizard looks for the calendar period in the GL calendar which is associated with the leave plan you are processing that falls completely within the date range specified in the wizard.
For each valid period for each selected employee, the wizard calls the custom SQL procedure to calculate the accrual and usage amounts to post and inserts rows into a temporary table.
The wizard compares existing entries with the entries in the temporary table and does one of the following:
If there are no existing entries which match the entries in the temporary table, the entries in the temporary table are posted.
If the existing entries match the entries in the temporary table, no postings are generated.
If the existing entries do not match the entries in the temporary table, adjusting entries are created to reverse the existing entries and the entries in the temporary table are posted.
To process a leave plan:
In the Navigation pane, highlight the Payroll/Human Resources > Leave Plans folder.
Start the Process Seniority & Leave Plans wizard.
To process all or a filtered subset of leave plans:
Right-click and select Select and Process from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To process specifically selected leave plans:
In the HD view, select the leave plans to process. You can use Ctrl and/or Shift selection to select multiple leave plans.
Click .
To process a particular leave plan from the Seniority & Leave Plans window:
In the HD view, locate and double-click the leave plan to process. The Seniority & Leave Plan window opens with the leave plan record loaded.
Click .
Select the Process tab.
In the Begin Date and End Date fields, enter the range of dates for which to process the leave plan. The range of dates must completely contain one or more of the periods in the leave plan calendar. Typically, this is the pay period begin and end dates.
Select the Employees tab.
Define any filters to apply to the employees selected for leave plan processing.
Click Next >>. ActivityHD prompts you to confirm your action.
Click Yes. ActivityHD creates entries for the leave plan(s) and reports its results.
Click Next >>. ActivityHD shows the leave entries created in the process.
At this point, you can double-click the leave entries in the right pane to drill down to the Seniority & Leave Entry window, or you can print the Entries Listing.
When you finish viewing or working with the leave entries, click Finish.
Plans Listing
Purpose
The Plans Listing provides a list of leave plans defined in Payroll.
Content
For each leave plan included on the report, the listing shows:
description
step level
calendar
SQL procedure.
In addition, you can include one or more of the following:
timestamps
memos
custom fields.
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the Payroll/Human Resources > Leave Plans folder.
Start the report set-up wizard.
To report on all or a filtered subset of leave plans:
Right-click the Leave Plans folder and select Select and Report > Plans Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected leave plans:
In the HD view, select the leave plans to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular leave plan from the Seniority & Leave Plan window:
In the HD view, locate and double-click the leave plan to report on. The Seniority & Leave Plan window opens with the leave plan loaded.
Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
Timestamps
Memos
Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
Leave plans
Leave Plan Record ID
Code
A unique code for the leave plan.
Description
A description of the leave plan.
Plan tab
Step Level
A number to indicate the order in which to process this leave plan.
Calendar
The calendar to use to determine how often automatic leave entries are created for this leave plan.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Procedure
The name of the SQL procedure to use to calculate automatic leave entries.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Reference
From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Employees tab
The Employees pane shows the Employees HD view filtered to show all employees with the selected leave plan.
Double-click a row in the pane to drill down to its record in the Employee window.
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Attachments
The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.
Preview pane
If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.
Other tab
Memo tab
To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.
Timestamps tab
This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.
Extras\Payroll\Import Employee Leave Plans.xls
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Leave plans security
Common accesses available on leave plans
Access
A user with this access can...
Change
Use the mass change action on leave plans.
Custom Fields
Create and edit custom fields for leave plans.
Data
Have read-only access to leave plans from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete leave plans.
Edit
Edit leave plan records.
Export
Export leave plan records from ActivityHD.
Import
Import leave plan records into ActivityHD.
New
Create new leave plan records.
Read
Have read-only access to leave plan records.
Report
Run reports with leave plan information.
Report Designs
Create and edit report designs with leave plan information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit action profiles and report profiles related to leave plans.
Shared Filters
Create and edit shared filters on leave plans.
Visible
View the Leave Plans folder in the Navigation pane.
Special access available on leave plans
Access
A user with this access can...
Process
Process leave plans.
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Report Email dialog
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Create a leave plan
. The New Seniority & Leave Plan window opens.
.
.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).