About Leave Policies

You'll use the Leave Policies window to define how leave will be accrued for different employee groups. For example, most employees may be assigned to a standard leave policy, while administrative employees may have a different leave policy.

In addition, you must set up a leave policy for employees who aren't eligible for leave since all employee must be assigned to a leave policy in order to avoid errors during payroll processing.

Leave policies are assigned to employees in HR > Staff Manager > HR Info > Leave Policy Elections.

Once employees have accrued leave under a leave policy, the leave policy is locked and can't be edited or deleted.

Leave policies are driven by instructional period/school year. As a result, payroll batches that include employees with leave policies from two different school years will apply the correct leave policy to each employee. For example, on an August payroll batch, an employee with a 206 day contract would be finishing last year's contract while another employee with a 187/198 day contract would be starting the new year's contract. In that case, a different leave policy should be applied to each employee.

Leave accrual, docking, & carry forward

Leave accrual

• Each leave policy can have multiple, different leave types with different accrual schedules and amounts.

• Leave can be accrued annually during Promote Contracts or by pay period during the payroll process. It can also be accrued during a staff import or when setting up a new employee manually. When leave is accrued by pay period, running payroll creates a leave transaction in the period.

Leave docking

• Each leave type within a leave policy can include the options to not dock leave during a grace period and/or to dock leave at a reduced rate.

• You'll stipulate how many units of grace and reduced, if any,  employees can go through before being docked at the full rate after using their accrued leave.

• For example, a COVID policy might have 10 grace days and 10 days at a reduced rate of 66.67% of wages. An employee on COVID leave would get 100% of pay during the first 10 days, 66.67% of pay during days 11-20, and no pay after 20 days.

Leave carried forward

• Each leave type in a leave policy can have its own carry forward limit.

• Leave carried forward is dynamically calculated, so if you go back a number of years and make an adjustment, you don't have to manually change the carry forward amount for each year to make the year's ending available balance right.

• If a leave policy has a carry forward of 0.00, but an employee has 5.00 units left at the end of the school year, WebSmart will create an adjustment of -5.00 that will be displayed in the leave bank. Accrual for the new year would then start from 0.00.

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