Enter an Adjustment to a Leave Balance - Process Help (R12)

Use these instructions to add or subtract a fixed number (i.e., nonrecurring) of days or hours to an employee’s leave accrual balance.

Prerequisites

To adjust a leave balance

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

  1. Perform this procedure when an employee is authorized to receive more paid time off (PTO) than is normally accrued by the system or you need to reduce a person’s leave accrual balance for reasons other than usage.
  2. Navigate to People > Enter and Maintain to go to the Decision form.
  3. If the current effective date is not within the pay period indicated, click Yes to go to the Alter Effective Date form.
    1. Complete the following fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Effective Date

    R

    Date within the pay period indicated.

    Today's Date

    R

    Current date.

    1. Click OK to go to the Find Person form.
  4. If the current effective date is within the pay period indicated, click No to go to the Find Person form.
  5. Complete one of the following fields in the Find Person form:

    Field Name

    Required (R) or Optional (O)

    Description

    Full Name

    O

    Last name of the employee. The last name search narrows choices for selection.

    Employee Number

    O

    Employee ID number.

    Social Security

    O

    A nine-digit, unique personal identification number (SSN) issued by the U.S. Social Security Administration.

    Type

    O

    Select Employee from the List of Values.

  6. Click Find to go to the People form.
  7. Click Assignment to go to the Assignment form.
  8. Click Entries to go to the Element Entries form.
  9. Click in the Element Name field of the next available element entry line. Ensure that the last date in the Period field is the same as the date on the paperwork received. If no element entry lines are available, select File > New to open a new line or click the New icon on the tool bar.
  10. Select from the Elements List of Values (...). Leave accrual elements displayed are based on the Assignment Category field of the employee's Assignment form. Verify that this field is correct if you don't see the element you need. Entering Leave% in Find field will result in quicker data retrieval.
  11. If you need to add an element that will allow:
    1. Addition of personal leave, sick leave, vacation leave, or holiday leave to the accrual balance of a nonexempt employee with a 37 hour work week, select from
      1. Leave Adj Personal NEX 37 Half
      2. Leave Adj Sick NEX 37 Half
      3. Leave Adj Vacation NEX 37 Half
      4. Leave Holiday Adj NEX 37 Half
    2. Reduction of the personal leave, sick leave, vacation leave, or holiday leave accrual balance of a nonexempt employee with a 37 hour work week select from :
      1. Leave Negative Adj Personal NEX 37 Half
      2. Leave Negative Adj Sick NEX 37 Half
      3. Leave Negative Adj Vacation NEX 37 Half
      4. Leave Holiday Negative Adj NEX 37 Half
    3. Addition of personal leave, sick leave, vacation leave, or holiday leave to the accrual balance of a nonexempt employee with a 40 hour work week, select from:
      1. Leave Adj Personal NEX 40
      2. Leave Adj Sick NEX 40
      3. Leave Adj Vacation NEX 40
      4. Leave Holiday Adj NEX 40
    4. Reduction of the personal leave, sick leave, vacation leave, or holiday leave accrual balance of a nonexempt employee with a 40 hour work week, select from:
      1. Leave Negative Adj Personal NEX 40
      2. Leave Negative Adj Sick NEX 40
      3. Leave Negative Adj Vacation NEX 40
      4. Leave Holiday Negative Adj NEX 40
    5. Addition of sick leave, vacation leave, or holiday leave to the accrual balance of an exempt employee, select from:
      1. Leave Adj Sick EX
      2. Leave Adj Vacation EX
      3. Leave Holiday Adj EX
    6. Reduction of the sick leave, vacation leave, or holiday leave accrual balance of an exempt employee, select from:
      1. Leave Negative Adj Sick EX
      2. Leave Negative Adj Vacation EX
      3. Leave Holiday Negative Adj EX
  12. Click OK to go back to the Element Entries form.
  13. Click Entry Values to go to the Entry Values form of the element you have chosen.
  14. In the Amount Adjusted field, the Entry Value should be a positive amount that represents Days if the element chosen in step 11 is:
  15. For all other selections in step 11, the Entry Value in the Amount Adjusted field should be a positive amount that represents Hours.

    Note: Amounts, whether in hours or days should be input as a positive decimal number. For example: 37.5

  16. As required, complete the following fields after you have completed the Amount Adjusted field in step 14 or 15.

    Field Name

    Required (R) or Optional (O)

    Description

    Date Adjusted

    R

    First day of the pay period for which the adjustment is being made.

    Date Earned

    O

    Effective the date of the adjustment.

  17. Select File > Save.
  18. Close the Entry Values form by selecting the X icon in the upper right of the form.
  19. If you need to enter another adjustment element for the same pay period, go to step 10.
  20. If you need to enter another adjustment element for a different pay period, select Tools > Alter Effective Date to go to the Alter Effective Date form.
    1. Enter a new pay period date in the Effective Date field.
    2. Click OK to go back to the Element Entries form.
    3. Select View > Query by Example > Enter.
    4. Select View > Query by Example > Run.
    5. Go to step 10.
  21. Select File > Save to end this procedure.