Monitoring Leave

1. The role of the Leave Monitor

The roles of HR Administrator and Absence Processor can be combined; hence it is possible that the same person is a HR focal point and the leave monitor for SC holders. 

And for unforeseen reasons, there may be a need to assist with adjusting leave balances. 
 

2. How to Review Absence Balances 

Method 1: Absence query.

Displays the ending leave balances of any calendar group by SC ID.

To run the query:

  • Go to Reporting Tools > Query > Query Viewer
  • Enter name of the query: UN_CUR_LEAVE_BAL_DEPT_LOC
  • Enter the appropriate calendar group, ex: UGA2015M10 (the last finalized payroll) and Paygroup
  • For the department and location enter % to pick up for all

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Method 2: Annual Absence Record Card in Atlas  

You can create an Absence Report from Atlas / UN Reports => Global Payroll => Absence Reports (see below) or the direct link Absence Reports.  In this you can specify if you want to view the leave report for the whole office, just a specific department or where you are the Leave Monitor or the Supervisor. 

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Method 3: Review Absence Balances

  • Navigation: Main Menu>Global Payroll & Absence Mgmt>Payee Data>Maintain Absences>Review Absence Balances
  • This shows the current balances as of the last finalized calendar period for each element.
  • This is the beginning balance for the following month.

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8.3. Check if a Service Contract holder's leave balance was processed

 1. If you want to check whether the leave balance of an SC Holder was correctly updated you can go to Atlas HCM /Global Payroll & Absence Mgmt / Payee Data / Maintain Absences / Absence Event. Enter the SC ID and click Search.  

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2. In the column Entry Source, it will appear as Administrator, or Employee Self Service. Administrator means that it was entered by a Leave Monitor, and Employee Self Service that it was requested by a SC Holder via eServices. Click the link 'Details' to see if it was processed and the balances adjusted.   

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3. When you click 'Details' you will get the following screen. The leave has not been updated if the process status says 'Not Processed'.   

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4. If the Process Status says 'Finalized' and the Calendar Group ID is filled this means that the balances have been adjusted correctly to reflect this leave take.  

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8.4 Adjusting Balances

  • Go to Global Payroll > Payee Data > Adjust Balances > Absences
  • Enter the Pay Group, Calendar ID (current month), and ID for the SC holder.
  • Enter the pay group for each SC (country code _SC) ex. UKR_SC.
  • Enter appropriate element name and amount of adjustment
                  Adjustment  amount = Correct balance from manual records – Atlas balance
  • Click Save.  

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