Open Forum

Expand all | Collapse all

Inactive Employees with Leave Balances

  • 1.  Inactive Employees with Leave Balances

    GOLD CONTRIBUTOR
    Posted 5 days ago
    Looking for the best way to zero out leave balances for employees that have left.  I believe this should generally be done at the time that someone inactivates an employees, but we have a bunch that it was not done for.

    My original thought was to run a macro on transaction entry to get the amounts to zero, but I found out transaction entry can only be used on active employees.

    Is SQL my only option?

    ------------------------------
    Andy Berntson
    Fargo Public Schools
    Fargo ND
    ------------------------------
    Conference-GPUG_200x200


  • 2.  RE: Inactive Employees with Leave Balances

    TOP CONTRIBUTOR
    Posted 5 days ago
    Edited by Matthew Arp 5 days ago
    I mean if you aren't planning on paying out the balances as part of the separation process then yeah simply updating, via SQL, the vacation/sick/etc time available to be zero for all inactive employees would be the easiest. You could even make that part of a nightly SQL job if you wanted.

    ------------------------------
    Matthew Arp
    Business Systems Developer
    Hunton Group
    Houston TX
    ------------------------------

    Conference-GPUG_200x200


  • 3.  RE: Inactive Employees with Leave Balances

    SILVER CONTRIBUTOR
    Posted 4 days ago
    I am guessing you are using HR?

    If you are I would really recommend running the HR transaction to zero it out. The issue is if you only update the summary table in the TA table, the summary will no longer match the detail

    Meaning if you look at the detail HR transactions and add up all the Accruals and subtract out all the used, you should get the PTO/VAC/Sick availalbe

    If you simply zero out the summary table , now the detail transactions will say the employee had 30 hours, but the summary will say zero.  Now lets say the employee is re-hired and works for 2-3 years and now starts questioning his/her PTO balances? Well what is the user going to do? Print all the detail transactions and add up the accruals, subtract the used and now they will realize the employee is "short" 30 hours.....

    As soon as you change the summary to not match the detail it will be 100% impossible to balance or prove their time

    ------------------------------
    Mike Zerr
    Application Consultant
    Stoneridge Software
    Fargo ND
    ------------------------------

    Conference-GPUG_200x200


  • 4.  RE: Inactive Employees with Leave Balances

    GOLD CONTRIBUTOR
    Posted yesterday
    Hi Mike,

    I would prefer to do it this way too, but the employees are already set to inactive so i cannot create the transaction.  Do you know of a way around that?

    ------------------------------
    Andy Berntson
    Fargo Public Schools
    Fargo ND
    ------------------------------

    Conference-GPUG_200x200


If you've found this thread useful, dive deeper into User Group community content by role