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Introduction
Managing leave within organizations involves various configurations to accurately track and handle employee leave requests. SCView provides a comprehensive set of site settings tailored to optimize the leave management process. These settings, accessible only by admins, play a crucial role in how leave requests are processed, approved, and recorded in the payroll system, ensuring compliance and efficiency across the board.
A. Problem Statement
Administering leave requests can be complex, given the diversity in employee contracts and organizational policies. Problems arise when leave settings are not configured properly, leading to issues such as inaccurate leave balances, improper handling of leave spanning multiple pay periods, or incorrect posting of leave types to accounting systems like USPS. This can result in payroll discrepancies, dissatisfaction among staff, and potential legal issues.
B. Solution
To address these challenges, SCView allows administrators to customize leave settings to suit specific organizational needs. From splitting leave across pay periods to setting maximum attendance dates and managing different leave types, SCView's configurable settings ensure that all aspects of leave management are handled efficiently. Implementing these settings correctly guarantees that leave requests are processed accurately in alignment with both internal policies and external regulatory requirements.
With leave, there are many settings. This guide will provide details on what each of them do.
Please note, you must be an admin to view these settings.
Settings changed here apply to all users using the Leave module.
Leave Site Settings
Admin > Site Settings > Payroll > Leave
Split Into Pay Periods - If a leave request spans more than 1 pay period, it will split into a request per pay period.
Max Attendance Date - You can set the date so that employees cannot put in time past the set date.
Leave Type List -Entries on this setting will display as a drop-down option to choose what type of leave request is being submitted. Click within the box and either enter a new leave type or choose from existing options.
Note: The leave type that is chosen will post to USPS based on the first 2 characters of the Leave Type name. For example, Sick will post as (SI) Sick in USPS. If we use something custom that is not a Leave type in USPS, it will post as OT (Other).
Hourly Increments - If the user benefit type in USPS is hourly, it will display these choices for the user when submitting Leave Requests in MySCView. Typically quarterly increments are used. (.00 .25 .50 .75)
Use Time Entry - Uses a start and finish time for when user is placing leave.
Use 'Partial Time' Time Entry - Gives a start time and decimal for selection of how long leave will be. Will go based off of start time selected + decimal selection.
Time Entry Interval - If using Time Entry for leave, will put the interval of minutes a user can select.
Enable Time Entry Validation - When enabled, will not allow user to submit leave over hours per day set in USPS.
Hourly Input For Daily Positions - When enabled, daily employees will input leave in hours.
Reason-Detail Required - When enabled, Detail must be selected within Leave Type chosen, when applicable.
Daily Increments - Just like Hourly Increments, if the user benefit type is daily, it will display these choices when submitting Leave Requests.
Leave Type Details - Based on what Leave Type is selected, type out more detail as a subcategory of the Leave Reason. (For example: Sick Leave is the type; Details include Self, Mother, Father, Son, Daughter, etc.)
Hide Costs - Decide if we want to hide the option to add costs associated with the specific Leave Type. Typically Professional Leave would have Costs Associated, but Sick Leave would not.
Show Leave Balances - Decide to show leave balances on Leave form or not.
Leave Request Error On Overage - Choose to display an error if a Leave Request is submitted with time exceeding what is available for the user in USPS.
Enable Future Pay - Enables the ability to post Leaves to Future Pay.
Post to USPS On Request Date - When submitted to USPS, MySCView will wait until the request date is reached before actually posting to USPS.
Post to USPS Ignore Request Date - Will post the Leave and all lines to USPS on the next monitor run, regardless of dates.
Allow Recalling - Enables the Recall button on the Leave Manager page to remove a Leave Request from Workflow.
Allow Requisitions - Allows creation of requisition in the costs associated section.
Auto Set Period For Full Day - Setting to make full days automatically set to AM or PM.
AM Cutoff Time - When putting in less than a full day and using a setting that allows time entry: If the time entry is before this value, the row will show AM.
Maximum Lines Per Request - This allows you to limit the number of lines a user is allowed to put in one entry. If the field is blank then it is an unlimited amount they can enter. Otherwise, if you put a number in, the user will not be able to go over that specified number.
Copy Leave Requestor Email to Vendor - When a requisition is created from the leave, will use the requestor email as the vendor email instead of the default vendor email.
Post Professional Leave to USPS - Unchecking this box stops professional leave requests from posting to USPS.
Global Note - Display a note on form visible to all users.
Sick Note - Display a note on form when Sick Leave Type is selected.
Time Entry Note - Note that appears on the Leave form only on the time entry pop-up window.
Leave User Settings
Admin > Users > Payroll
Employee ID - USPS User ID to pull the user's USPS positions and leave types.
Department - Used to decide to which workflow to send the Leave, Time Sheet, or Mileage Request. This option is selected on each request form.
Report View - Enter the department name in order to allow this user to view a report for Leave or Mileage for only users in that department.
Leave - Allow user to enter Leave Requests under Tools > Leave Requests.
Leave Account Code Entry - Allow Account Code Entry for Leave.
C. Best Practices
- Regular Review and Updates: Administrators should regularly review and update leave settings to reflect any changes in organizational policies or compliance requirements.
- Clear Documentation: Maintain clear documentation of all settings and configurations for auditing purposes and to ensure new admins can manage settings effectively.
- Training for Admins: Provide thorough training for all system administrators on how to configure and manage leave settings in SCView.
- Feedback Loop: Establish a feedback loop with employees and managers to continuously improve the leave management process based on user experience and needs.
- Monitor Compliance: Regularly check that the leave settings comply with labor laws and contractual obligations to avoid legal issues.
D. Troubleshooting
- Issues with Leave Splitting: Verify that the 'Split Into Pay Periods' setting is enabled if there are issues with leave requests spanning multiple pay periods.
- Incorrect Leave Balances: If employees report incorrect leave balances, check the 'Show Leave Balances' setting and ensure it is configured correctly to reflect accurate data from USPS.
- Errors in Leave Type Posting: Should there be mismatches in how leave types are posted to USPS, double-check the first two characters of the leave type configurations and adjust as necessary.
- Problems with Time Entries: If errors arise with time entries on leave requests, ensure that 'Enable Time Entry Validation' is properly configured to restrict entries that exceed permitted hours.
E. Related Articles
Leave: How to Use the Leave Form
Conclusion
SCView's Leave settings offer robust options for managing the complexities of leave administration effectively. By adhering to best practices and utilizing the troubleshooting guide, administrators can configure these settings to support seamless leave management systems. Proper implementation not only simplifies administrative processes but also enhances overall employee satisfaction and compliance with regulatory standards, facilitating a well-organized and compliant workplace.