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TM: Absence QuotasHR_TM_330

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Prerequisites and RolesPrerequisites and Roles•Prerequisites UK_100 IRIS Awareness & Navigation HR_200 HR Overview HR_TM_310 TM: CATS Time Entry HR_TM_320 TM: Variants & Reports

If you have not completed all of these prerequisite courses, please do so prior to taking this course.

•Roles

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•Roles This course is primarily intended for

users responsible for the recording and reporting of working times and absences.

HR_TM_330 TM: Absence Quotas


Course ContentCourse Content•Unit 1 - Absence Quotas•Unit 2 – Displaying Quota Balances•Unit 3 – Quota Compensation Payouts•Course Summary

3HR_TM_330 TM: Absence Quotas

Course Learning ObjectivesCourse Learning Objectives•Gain an understanding of absence quotas and how they

are accrued and used•Learn how to display absence quota balances•Be able to process various absence quota payouts upon

separation or retirement from the University



Check for UnderstandingCheck for Understanding•The Check for Understanding is a series of questions

which will be presented at the end of each unit.

•You must successfully pass a unit’s Check for•You must successfully pass a unit s Check for Understanding before proceeding to the next unit.

•To complete:1. Click on the radio button next to your answer2. Click on the Next button3. Repeat Steps 1 & 2 for each question4. After answering all of the questions, click on the Submit All

or Submit All Answers button5. Upon passing, click on the Finish button to continue to the

next unit in the course


Unit 1Unit 1

Ab Q t

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Absence Quotas



Absence QuotasAbsence Quotas•The term Absence Quota refers to an employee’s

entitlement to absence for the following quota types: 01 – Vacation 02 Temporary Disability Leave (TDL)02 - Temporary Disability Leave (TDL) 03 – Military Leave - Training 07 – Holiday 11 – Vacation - 10/11 month faculty 12 – Vacation - 12 month faculty 13 – Vacation - Faculty member in staff position

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•Absence quota balances are maintained in IRIS for all eligible employees except Post Doc Scholars and Housestaff employees.


Absence Quotas Absence Quotas (Continued)(Continued)

•The day-to-day use and thus reduction of absence quota balances occurs from the time data being entered in CAT2 with the appropriate Absence Type.

•Major adjustments to absence quota balances are made only by the HR Employee Relations office. For example: A new employee is eligible for Holiday Leave for an upcoming

holiday, but they were not active in IRIS at the time of the normal accrual.

An employee participates in the Sick-to-Vacation Leave p y p pConversion in April, or donates Vacation Leave to the Staff Shared Leave Pool in May.

Note: Departments must communicate and work with Employee Relations for any major adjustments.



Absence Quota AccrualsAbsence Quota Accruals•Eligible employees accrue absence quotas based on HR

Policy and Procedure (http://www.uky.edu/HR/policies). Vacation and TDL quota accruals occur during the “Prelim”

payroll run each pay period, but the number of hours p y p y p ,accrued in a pay period will not available for use until the first day of the following pay period.

Holiday quota accruals occur at least three weeks in advance of the holiday and six weeks for the four bonus days.

Faculty members (10-, 11-, and 12-month appointees) are granted all allowable Vacation quota on July 1st or on the hire date for the new faculty The amount is prorated when the

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date for the new faculty. The amount is prorated when the hire date is later than July 1st.

•An employee must be in a paid status for at least 50% of a pay period in order to receive the quota accruals for the pay period.


Vacation Leave QuotaVacation Leave Quota•Absence quota accruals for Vacation Leave are stored in

separate “buckets” for each Fiscal Year (FY). For example:

FY 09/10 FY 10/11 FY 11/12

•At the end of a FY, any unused Vacation quota earned during that FY will be available for use for an additional 12 months. The system will make the quota unusable at the

FY 09/10 FY 10/11 FY 11/12

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months. The system will make the quota unusable at the end of that time period.

•IRIS will automatically adjust accrual amounts as annual Vacation allowances increase for an employee (based on years of service and employment status).



Vacation Leave Quota Vacation Leave Quota (Continued)(Continued)

• IRIS will not accept entry of Vacation Leave if sufficient quota is not available or the employee is still in their “new hire” orientation (probation) period.

•Refer to Human Resources Policy and Procedure Number 80.0: Vacation Leave for more information: http://www.uky.edu/HR/policies/hrpp080.html


•Absence quota accruals for TDL are stored in one “bucket”.Temporary Disability Leave (TDL) QuotaTemporary Disability Leave (TDL) Quota

All FYs

•There is no “use it or lose it” rule with TDL, thus the expiration date for TDL is 12/31/9999.

Expires 12/31/99

• IRIS will not accept entry of TDL if sufficient quota is not available.



•Eligible staff may convert TDL quota to Vacation quota in April at a conversion rate of three TDL days for one Vacation day. The UK TDL/Vacation Conversion Form

Temporary Disability Leave (TDL) Quota Temporary Disability Leave (TDL) Quota (Con’t)(Con’t)

The UK TDL/Vacation Conversion Form(http://www.uky.edu/eForms/forms/templeave.pdf) must be completed by the department and forwarded to Employee Relations.

Refer to Human Resources Policy and Procedure Number 87.0: Conversion of Temporary Disability Leave -http://www.uky.edu/HR/policies/hrpp087.html

•Refer to Human Resources Policy and Procedure Number 82.0: Temporary Disability Leave for more information: http://www.uky.edu/HR/policies/hrpp082.html


Holiday Leave QuotaHoliday Leave Quota•Absence quota accruals for Holiday Leave are stored in

separate “buckets” for each Fiscal Year (FY). For example:

FY 09/10 FY 10/11 FY 11/12

•Holiday quota earned during a FY expires June 30th of that current FY. There is no 12 month extension, as with Vacation quota

FY 09/10 FY 10/11 FY 11/12

Expires 6/30/10

Expires 6/30/11

Expires 6/30/12

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Vacation quota.

•IRIS will not accept entry of Holiday Leave if sufficient quota is not available.



Holiday Leave Quota Holiday Leave Quota (Continued)(Continued)

•When an employee is required to work or is normally off on any University holiday, equivalent time-off with pay shall be granted on another scheduled work day, within a specified period of six weeks, at the convenience of the p pdepartment. Departments with special scheduling and staffing problems may extend this period with the approval of the department head and Employee Relations.

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•Refer to Human Resources Policy and Procedure Number 83.0: Holiday Leavefor more information: http://www.uky.edu/HR/policies/hrpp083.html


Military Leave QuotaMilitary Leave Quota•Military Leave quota is manually added by Employee

Relations and covers a two week time period for annual training purposes.

•IRIS will not accept entry of Military Leave (Absence Type 7402) if sufficient quota is not available.

•Refer to Human Resources Policy and Procedure Number 75 0: Uniformed

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Procedure Number 75.0: Uniformed Services Leave (Military Leave) for more information: http://www.uky.edu/HR/policies/hrpp075.html



U i 1Unit 1 Check for Understanding


• PROPERTIES

• On passing, 'Finish' button: Goes to Next Slide

• On failing, 'Finish' button: Goes to Previous Slide

• Allow user to leave quiz: After user has completed quiz


Unit 2Unit 2

Displa ing Q ota

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Displaying Quota Balances


Displaying Absence Quota BalancesDisplaying Absence Quota Balances•Appropriate department users and business officers will

have access to display absence quota balances for employees within their organizational unit(s).

•There are two transactions in IRIS which provide real-time absence quota balances: PT_QTA10 and PT50.

•Absence quota balances may also be seen on the Leave Balance Statement for eligible employees via the myUK/Employee Self-Service screen

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myUK/Employee Self Service screen.

•Contact Employee Relations regarding any absence quota balance concerns or errors.



Absence Quota TerminologyAbsence Quota TerminologyTerminology DefinitionEntitlement Beginning balance plus all accruals

Requested/Used Time takenRequested/Used Time taken

Remaining Current available balance

Compensated to Key Date

Number of hours an employee is being compensated for if they are separating or retiring from UK; Created by a Time Quota Compensation (0416) “pay out” record in PA30


Absence Quota Date TerminologyAbsence Quota Date TerminologyTerminology DefinitionStart Date Date when quota accruals begin

End Date Date when quota accruals endEnd Date Date when quota accruals end

Deduction from First date when quota is available for use

Deduction to Last date when quota is available for use (also referred to as the “expiration date”)



PT_QTA10/Absence Quota InformationPT_QTA10/Absence Quota Information•Transaction PT_QTA10 provides a very basic report of

absence quota balances.

•To display absence quota balances for one employee for•To display absence quota balances for one employee for the current Fiscal Year (FY) only:1. Leave the Reporting Period as Today2. Enter the employee’s Person ID or Personnel Number


PT_QTA10/Absence Quota Information PT_QTA10/Absence Quota Information (Con’t)(Con’t)

3. Ensure the desired dates are listed in the Quota Selectionsection (usually the defaults are adequate)

Deduction Period – the start and end dates of the quota deduction period Key Date for Deduction – displays all quota used up to this date Key Date for Entitlement – displays all quota accrued up to this

date For example, to find an employee’s balance(s) on a specific date

h h f f ld h din the past, set the Key Date for… fields to that date. Dates that are the same as the last day of the payroll cycle will

take into account quota accrual and leave usage as of the end of the payroll cycle.

4. Click on the Execute icon in the Application Toolbar




•This is an example report:

•Ignore the Vacation(Legacy Transfer) and first Holidayrows. They are no longer valid quota types. You will see these mostly with employees who were in anYou will see these mostly with employees who were in an

Active status in IRIS at the time of the conversion from the legacy HR system (HRS) to IRIS.



•To display balances from all FYs, change the Reporting Period to Past (until today) and click on the Execute icon.

•For the Vacation and Holiday Quota , each row represents a FY’s data. The rows are in ascending order by FY with the bottom row being the current FY’s data.




•To display only usable quota, you can filter out expired time. On the report screen:1. Click on the Set Filter icon in the Application Toolbar

2. Locate and double-click on Deduction to in the Column Set

3. Click on the Filters icon below the Column Set



•To display only usable quota (Continued):4. Enter today’s date and 12/31/9999 in the Deduction to

date range fields

5. Press Enter This will display only quotas that are available for use today

through the future. All lines that represent quotas that have expired will disappear.




•To view multiple employees you can use the concepts taught in the Selection Variants course. For example: Use the Multiple Selection icon to the right of the Personnel

Number field to list multiple Personnel Numbersp

Use the Selection Fields icon to add the Organizational Unitfield to the screen, and then enter your Org Unit number


PT50/Quota PT50/Quota OverviewOverview•Transaction PT50 displays one employee’s absence quota

balances and their accruals for each pay period.

1 Enter the employee’s1. Enter the employee s Person ID and press Enter to populate the employee’s information on the screen

2 On the Selection dates2. On the Selection datestab, click on the Allbutton in the lower-right corner



• Click on the Absence Quotas tab to display all absence quota balances. Note: These are only the grand total lines ( ). To view

further details (like quota balances for individual Fiscal

PT50 PT50 -- Absence Quotas TabAbsence Quotas Tab

further details (like quota balances for individual Fiscal Years for Vacation and Holiday), click on the Expand button in the lower-left corner of the screen.

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Ignore the 04/Vacation(Legacy

Transfer) and 06/Holidaylines. They are no longer

valid quota types.


PT50 PT50 -- Absence Quotas Tab Absence Quotas Tab (Continued)(Continued)

For Vacation and Holiday, the top row is the oldest FY’s data, and the bottom row is the current FY’s data.

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Click on the Collapsebutton to display only the

grand total lines again.



PT50 PT50 -- Absence Quotas Tab Absence Quotas Tab (Continued)(Continued)

•Scroll to the right to see the four date columns. Remember, the Deduction to column is the “expiration date”.


• Click on the Accrual information tab to display the accrual amounts (in the Generated column) an employee has received every pay period for each quota type.

PT50 PT50 –– Accrual Information TabAccrual Information Tab

Balances loaded during conversion

just prior to the IRIS HR go-live

(April 2006)

Accruals generated each

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gpay period



Leave Leave Balance StatementBalance Statement•The Leave Balance Statement is available in the myUK

portal for employee’s to review their quota balances and other absence details at any time.

•The quota balances are updated only once each day, so they are not as “real-time” as in PT_QTA10 and PT50.

•To access the statement:1. Sign on to myUK

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2. Click on Employee Self-Service3. Click on Working Time4. Click on Leave Balance Statement


Leave Leave Balance Statement Balance Statement (Continued)(Continued)

Click on PDF for a printable version

Click here to view previous FY data

The Remaining balances

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gare as of the date at the

top of the statement.





• PROPERTIES





Unit 3Unit 3

Quota Compensation

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Quota Compensation Payouts


Quota Compensation PayoutsQuota Compensation Payouts•Upon separating or retiring from the University of

Kentucky, eligible staff and faculty may be paid for all or a portion of their accumulated Vacation, Temporary Disability Leave (TDL), and/or Holiday Leave through what are called quota compensation payouts.

•Before processing a payout, always review UK’s HR Policy and Procedure Manual to determine eligibility. http://www.uky.edu/HR/policies



Quota Compensation Payouts Quota Compensation Payouts (Continued)(Continued)

•Quota payouts should be processed the day after the Preliminary Payroll Run of the employee’s last pay period. For example, if a monthly employee’s last day is March 31,

2011, then the quota payout should be processed on March , q p y p18, 2011.

This will ensure the employee’s last quota accruals haveThis will ensure the employee s last quota accruals have occurred and all eligible hours are available.

The hours entered in the quota payout will be processed during the next payroll run (Trial Payroll Correction Run), and the pay amount will be included in the employee’s last paycheck.


Quota Compensation MethodsQuota Compensation Methods•Early in this transaction you will

be prompted to select the appropriate compensation method.

•For the first four methods, the last letter in the 4-letter code will be either “E” if the employee is Exempt, or “N” if the employee is Non-exempt.

•Do not use the VACL Vacation method. It is no longer valid.

•The VAFS Vacation method is to be used for a Faculty member in a staff position.

•The ZVEX and ZVFA Vacation methods are to be used by the Payroll Office only!



Quota Compensation Methods Quota Compensation Methods (Continued)(Continued)

• An employee retiring from UK may have up to two (2) transactions for TDL compensation:

/

1. TDL payout non-exempt/exempt – This is a 22 day lump sum option (22 days X # hrs/day) which should be processed first!

2. TDL payout non-ex/exempt Ret 10% - This is referred to as the Retirement Contribution Component. The employee

b id f 10% f h i i TDL

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can be paid for 10% of the remaining TDL quota amount after completing the 22 day payout. In the No. to compensate field, enter the total number of hours remaining. IRIS will automatically calculate the 10% of this remaining amount.


1. Enter transaction PA302. Enter the employee’s Person ID and press Enter3. On the UK Time Data tab click on gray select box left of

the Time Quota Compensation (0416) infotype

Time Quota Compensation (0416)Time Quota Compensation (0416)

the Time Quota Compensation (0416) infotype4. Click on the Create icon



5. Double-click on the desired quota type (Vacation used in this example)

Time Quota Compensation (0416) Time Quota Compensation (0416) (Continued)(Continued)

6. Enter the Start date, which must be the employee’s last working day

7. Ensure the correct Comp. method is displayed – If not, cancel and repeat steps 4 and 5 to select correct method.


8. Based on HR Policy and Procedure and what the employee is eligible for, enter the number of hours to be paid out in the No. to compensate field

Time Quota Compensation (0416) Time Quota Compensation (0416) (Continued)(Continued)

In this example, Jonsey accrues 20 days of Vacation leave a year and works 8 hours per day, which means he is eligible for a maximum of 160 hours. Since his quota balance is 123.45, he is thus eligible to be paid

9. Click on the Save icon in the Standard Toolbar to save this record

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thus eligible to be paid for all of that quota.



•Click on the Overview icon in the Application Toolbar to review the payout record(s) you have created.

•If you need to make any adjustments to the information entered, click on the gray box to the left of the row to

Quota Compensation OverviewQuota Compensation Overview

entered, click on the gray box to the left of the row to select, and then click on the Change icon – Make the necessary changes, then click on the Save icon.


Quota Compensation Subtype FieldQuota Compensation Subtype Field•When processing a different compensation method it may

be necessary to clear out the subtype (Sty) field in the Direct selection section at the bottom of the PA30 screen. The code for the last, saved payout may remain in the field, and the system will “think” that is the method you are wanting…when it really may not be.



Quota Compensation Subtype Field Quota Compensation Subtype Field (Continued)(Continued)

•You may also need to clear the subtype (Sty.) field on the Overview screen so that it shows all records in the infotype, not just the type matching the subtype code.





• PROPERTIES




Course SummaryCourse Summary•Vacation, Temporary Disability Leave (TDL), Holiday, and

Military (Training) Leave are the four types of absence quotas maintained in IRIS for all eligible employees except Post Doc Scholars and Housestaff employees.

•Absence quota balances can be viewed via transactions PT_QTA10 and PT50 as well as in a couple of the myUK Employee Self-Service (ESS) applications. The two transactions provide real-time balances, whereas the balances seen in ESS are either refreshed on a daily basis

f h d f i dor are as of the end of a pay period.



Course Summary Course Summary (Continued)(Continued)

•Upon separating or retiring from the University of Kentucky, eligible staff and faculty may be paid for all or a portion of their accumulated Vacation, Temporary Disability Leave (TDL), and/or Holiday Leave through what are called quota compensation payouts. Eligibility and payout amounts are all defined in the HR Policy and Procedure Manual.


Time Management Help WebsitesTime Management Help Websites•myHelp HR & Payroll Help website:

http://myHelp.uky.edu/rwd/HTML/HR.html Contains updated and printable course manuals, Quick

Reference Cards, HR/Payroll Frequently Asked Questions, a , / y q y Q ,link to the HR/Payroll Reference Manual, etc.

• IRIS-HR website: http://www.uky.edu/IRIS/HR/ Contains the HR/Payroll Reference Manual, IRIS HR/Payroll

Forms, access to the IRIS Payroll Schedules, etc.

HR_TM_330 TM: Absence Quotas 54


Time Management CurriculumTime Management Curriculum•You have now completed the last of three WBTs in the

Time Management curriculum.

TM: Variants & Reports

HR_TM_320

TM: Absence Quotas

TM: CATS Time EntryHR_TM_310

•Please advance to the last slide in this course!55

QuotasHR_TM_330


Course Completion InstructionsCourse Completion Instructions•To complete this course:

1. Click on Attachments (upper-right corner)

2. Click QRC Course Completion and print the QRC Note: The QRC will open in a

separate browser window.

3. Click OK to close the Attachmentswindow

4. Follow the steps on the QRC


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