Purpose: The purpose of this lesson is to understand and view the Leave Accrual page.

Navigation: Time and Leave > Manage Leave Accruals > Review Accrual Balances NOTE: Because Leave Accrual is a PeopleSoft delivered page, when you access an employee’s Leave Accrual, the navigation will switch to “Benefits > Manage Leave Accruals > Review Accrual Balances”

Timing: Leave balances may be viewed on the Leave Accrual page within Time and Leave for 1 month based on accrual date. If the accrual date is over 30 or 31 days old, it can be viewed in the Leave Accruals Work – History page and is considered history records. At least one year worth of leave records can be viewed on-line by accessing the Leave Accruals – Work History page. The history page is covered in the next section.

Important Notes: SHARP determines leave accrual rates and maintains leave balances based on leave plans. SHARP has leave plans for any benefit that “accrues” or has a “limit” or “balance” that must be maintained. There are leave plans defined for sick leave, vacation leave, discretionary day, compensatory time, holiday compensatory time, military leave, and shared leave.

Agencies should monitor employee compensatory leave balances. Currently, SHARP stops the compensatory time accrual at 240 hours. Agencies may impose other balance limits below 240 hours.

SHARP will automatically enroll employees who follow the provisions of Executive Order No. 04-13 in the appropriate leave plans. This includes new hires as well as current employees who move from one leave plan to another due to length of service increase (vacation leave) or FLSA status change from hourly to salaried.

If an employee’s length of service changes in the middle of a pay period, and that employee is now eligible for a higher accrual, the employee will receive the entire accrual at the higher rate for the entire pay period.

Agencies who have unclassified employees who do not follow the provisions of Executive Order No. 04-13 may have leave plans with different accrual, usage, and balance rules from those for classified employees. Agencies are responsible for maintaining leave balances for some unclassified employees.

Agencies are able to adjust leave balances by correcting the error which caused the leave balance to be incorrect. If the balance cannot be corrected by the non-pay affecting leave adjustment process, the balance must be corrected by the Division of Personnel Services.

Incorrect time and leave entry can cause employee leave balances to be incorrect. For example, if vacation leave was reported instead of sick leave.

The agency can correct the employee’s leave balance through the pay-affecting adjustment, supplemental, or non-pay affecting leave adjustment process. In this case, two entries are needed. One to negate the incorrect leave reported, and the other to indicate the proper leave.

Adjusting time and leave records through the pay-affecting adjustment process may result in an increase or decrease of hours in pay status. For example, 80 hours were reported for the pay period, but only 72 should have been reported. The employee would have accrued the maximum vacation and sick leave allowed – the leave accrual should have been prorated based on hours in pay status. The pay-affecting adjustment process will automatically correct the leave balances due to an increase or decrease in leave accrual (a change in CTLA), but the non-pay affecting adjustment process will not.

For terminated employees, the top row of leave accrual data remains in the Leave Accrual page and is not archived to the Leave Accruals Work – History page.

Data stored in the Leave Accrual page can be updated or corrected by those who have security to do so. Agencies have view only access to leave accruals.

If there is a change in the amount of leave accrual an employee should earn due to a manual adjustment, the correction to the employee’s leave balance will need to be made by the Division of Personnel Services. Leave balances need to be adjusted centrally in the case of rehires. If the rehire is not a reinstatement or re-employment or if the employee is rehired after being away from State service for one year, the employee’s sick leave balance will need to be changed to zero. A request can be submitted to the Division of Personnel Services.

Only employees who have an Active status will process through the leave accrual batch program. If an employee’s status is leave of absence (viewable on Job Data) when leave accrual processes (generally the Friday, final pay calculation night), the employee will not process through accrual. In these situations, you should contact the Division of Personnel Services (SHARP Corrections Unit) to request the leave balance be increased by the leave accrual amount.

Due to coding change to prevent any check that had total gross, total taxes, total deductions and net pay equal to zero from processing through payroll, if an employee has workers compensation hours (WCH or WCE) only recorded on a timesheet, the timesheet will not process through the leave accrual batch program. For example, if the timesheet lists only WCH 43 or WCE 43 without any other codes that would add to gross pay, such as REG, SCK, WSL, etc., then the timesheet will not process through payroll, nor the batch leave accrual program. The employee is entitled to accrual hours based on the hours associated with the WCH or WCE code in accordance with the vacation and sick leave accrual tables (www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-4 and http://www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-5). In these situations, you should contact the SHARP Corrections Unit to request the leave balance be increased by the leave accrual amount.

In some situations, an employee’s accrual may be higher than what it should be. This might occur if, for example, an employee records less than 80 hours in pay status in conjunction with an earnings code that has a multiplication factor of 1.5. It is possible the accrual might be overinflated by the hours recorded using the 1.5 earnings code and cause the employee to fall into a higher accrual category. In these very rare cases, contact the SHARP Corrections Unit to request the leave balance be adjusted.

Agencies can view leave balances on-line or retrieve and print the BEN007 (Leave Accrual Report) using File Transfer Protocol software such as WS_FTP or Core_FTP. The on-line Leave Accrual Report (KBEN007) can be generated within Time and Leave and provides up to the minute leave balance information. The BEN007 report produces both a .pdf file and a .dat file. The .dat file can be downloaded into Excel.

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