Leave Module Overview

AptaFund released a new Leave module in November 2018 which has been unhooked from the Payroll module and is accessed from the HR, Payroll and ESS menu. Note: If you're using the leave system in place before the November 2018 release, please click here for an overview of that system and instructions for using it.

The Leave module uses leave types to set up accrual schedules and accrual frequency. Currently accrual schedules are based on fiscal year or hours worked; future releases will add the ability to base accrual on calendar year or employee anniversary.

Leave accrual records are created for a group of employees in the Manage Leave window, or for a single employee from the Leave Balances window or the Leave Type Details tab in Manage Employees.

This topic includes a description of different leave accrual setups, a setup checklist, and a description of the functions in each Leave module window.

About leave accrual

When adding a leave type, only one field is required to save the record — leave type name. As a result, there is a lot of flexibility in how you set up your leave system. See Leave Type Setup Options for more information & instructions on how to set up each option.

Two different leave accrual setups

1. Employees in different groups accrue differing amounts of a leave type without reference to years of service.

2. Employees in different groups accrue differing amounts of a leave type based on years of service.

Set up the Leave module

1. Create employee groups in Human Resources Configuration on the Employee Groups tab.

2. Assign employees to groups in Manage Employees.

3. Create leave types.

4. Add group leave types to leave types.

5. Optional. As group leave types are created, create accrual total schedules and accrual cap schedules as needed.

6. Create accrual records for a leave type, a group leave type, or a single employee.

Leave windows & their functions

• Use the Manage Leave window to create leave types, set up accrual schedules & frequency, set up group leave types that can include accrual total schedules & cap schedules, and create leave accrual records.

• Use the Leave Balances window to view employees’ leave balances, create leave accruals for an employee, and add, edit & delete leave transactions.

• Use the Leave Details window to view all leave transactions by employee and leave type and add, edit, & delete leave transactions.

• Use the Leave Calendar window to view all of the approved leave, this is a read only calendar to show everyone that is approved for leave.

• Employee Self-Service:

• Use the My Leave Requests window to view, add, withdraw, and delete leave requests

• Use the My Leave Balances window to view your leave balances

• HR > Manage Employees: When the new leave module is active, the Leave Details tab has been replaced with the Leave Type Detail tab. You can use it to add, edit, and delete leave transactions — as well as create leave accrual records for an employee.

Other leave topics

Leave reports

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