Leaves and Sub Records₮ Follow the players and processes₮ Talk about Urgent requests₮ Talk about linked leave/Sub Records₮ Tricks/challenges in Sub Records that already exist₮ Balancing and EIS.564 .. How to manage PAY.408 adjustments₮ Re-affirm participation in adding/editing/deleting

Session Intention₮ I have not failed. I’ve just found 10,000 ways that it won’t work. –

Thomas Edison

Sub Record

Payroll1. Absence details

and Banks2. Sub/Casual Pay

Sub Desk (HR & PAY) CorrectionsSUB.001 SUB.002

*Payroll cutoff date* Leave adjusted ?* Delete SUB record CANcels tight Leave

SFE & AESOPInteractive Errors = OTSIUPE OAESUPL

* Payroll cutoff date* Initial ADD (prior to leaves)* Different the SUB or Leave* Cancellations DELETE tight Sub record and CANcels tight leave

Tightly LinkedSUB has record SFE/AESOP#

School Entry and Corrections Admin Connect

Loosely linked to matching Leave

*New theory:Schools watch leaves now NOT sub records

EIS.564 – run weekly for entire fiscal yearSUB.987 – run weekly for periodSUBNOTHIST

Leave Record

Work Shop Record

EC & AC Connect Leave Entry

EC & AC Connect Leave Entry 48 Hours

Nightly Job Todays Approved Leaves build Sub recordsEmail Error&Warn

Tightly LinkedSUB has record Leave#

Tightly LinkedSUB has record Leave#

* CANCEL leave does NOT adjust SUB record. CANCELs should be done by SUBdesk and initiated from the SUB record

EC & AC Connect Work Shop Entry

Nightly Job Todays Approved Work Shops build LeaveEMAIL full report

*ERR ABS Time > 500*ERR ABS Rec Exists*ERR Bad Date (Calendar)*ERR Abs Fnd Dif Time

*WARN Old Abs Date*WARN Abs < 3 days*WARN Matching abs

**These reports typically ignored - NOT GOOD**

Exciting Adds & Special Notes₮ *New* Auto Build Leave Request from Approved Workshops

(Nightly Job) **example**₮ Auto Build Sub Records from Approved Leaves (Nightly Job)

₮ Allow preferred sub to be indicated (with XSUBC completion type) that builds into sub record as actual Sub/Cas

₮ If date/time comment includes the word “weekend” then doesn’t validate dates against calendar

₮ POS.216 to decide who gets the email message and reports

Urgent Leave Requests₮ Leave is requested date = today or tomorrow ₮ Sub Record is built immediately and is visible to all (sub/cas

placement) .. employee cannot change the request as the wheels are in motion

₮ PAY.114 = ‘A’ then no approval necessary (eg: SICK) ₮ else admin will still see it to approve the leave

Back-dated Leave Requests₮ PAY.114 = ‘A’ then no approval necessary (eg: SICK) Sub Record is

built immediately and visible to all .. employee cannot change the request

₮ PAY.114 not ‘A’ then follows normal leave approval & nightly job₮ Nightly report may *WARN abs exists

Leave approved, Employee Cancels₮ All adjustments to absences should be handled in just one place =

Sub Desk .. Is the only one that can EFFICIENTLY handle the whole job

₮ Previous Fiscal Year = Timecard Adjust only, option to leave the sub record and leave request as they are

₮ ‘D’elete the Sub Record And Notice Linked leave means auto-cancel or XSUB

₮ email Sub (PAY.120 message code ZSB) at time of delete₮ CAREFUL if this is a workshop change/cancellation (Workshop

session covers this)

Leave is extended ₮ Employee should create a new leave. NOTE from last release ..

Anytime you are in a leave to approve it indicates last leave of this type .. This should help to easily identify this is an extension = consider adding a type to mark these (for reporting)

₮ Just take care of the Sub records = ‘D’elete and it will add an XSUB to the leave record indicating there has been partial deletes.

Leave is reduced

Leave approved, Sub Rec existsEmployee changes time ₮ Use a ‘P’ in Sub records to handle the change

₮ Update to appropriate AM/PM/BO₮ Adjust time absent₮ Adjust time worked for Sub

₮ Currently you need to adjust the leave as well or it will report on EIS.564

₮ Should we mark the SUB record status with a predefined ADJUST STATUS which will ignore the mis-match on EIS.564?

Leave approved, Sub Rec existsNeed to split = 2 Sub/TOCs

₮ Note: This is not an issue or applies to multiple locations₮ “P” the initial sub record and add in the sub and/or adjust the

quantity worked to .5₮ “A”dd a new sub record for the remaining .5 day for the sub/toc

but do not attach the employee

External Billing₮ Utilize the PAY.114 Bill Info X-exclude, Y-required else blank₮ EIS.538 reporting₮ SUB.993 From the built SUB records can also be used for billing

specific absence code(s) and/or reason(s)

Comparison Reporting EIS.564₮ How often is this report being done ? ₮ Is this a Payroll or H/R function?₮ Do you auto email employees with missing information ?₮ Run from a certain date or from beginning of year always

₮ Should be less adjustments PAY.408₮ Using the Adjust Status in Sub Record to exclude from report …

anybody using?₮ Errors for school days off (EA VAC or No Class days) where Sub

Records are added direct₮ consider EIS.916 ₮ OR … if staff selects to take work or not .. Use leave to

automate!