PR - Leave Liability Report
Leave Liability Report Overview
This is a multi-purpose program that allows you to generate a report providing each employee's leave entitlement based on the following scenarios:
- As at the date of the last completed pay run (current balances).
- Projected to a forward date.
- Backdated to a nominated past date.
This report/export has extensive options that can be selected at run-time. These selections can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.
The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.
To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.
Enter your runtime options for the program.
To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.
You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.
You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.
General/Payroll Details Tabs
The report can be run using various selection options (filters) that are available on the 'General', and 'Payroll Details'.
Enter your 'Search Criteria' into these tabs to filter the data produced in the report.
The date picker 'Calendar' icon displayed in various date fields allows the entry of a date range, e.g. All employees with a start date between 01/07/10 and 30/07/11.
Several fields on the 'General', 'Payroll Details' and 'Transaction Searching' tabs (with an orange drop-down list indicator) allow multiple selections. Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion.
Leave Options Tab
By default, the report will calculate each employee's entitlement based on the current balance in the payroll.
Check the 'As at Cut-off Date' radio button and enter a past date to have the report calculate a backdated entitlement.
If you are calculating entitlement based on a past date, consider the 'Report Options' on the 'Print' tab. You can elect to use the current rate of pay or the rate as it was at the past date.
Check the 'Projection' radio button and enter a future date to have the report calculate entitlements for a future date.
By default, the report will include all leave accrual types. Use the drop-down list next to the 'Leave Accrual Code' to filter by one or more leave types.
Print Tab
This 'Print' tab allows you to choose the technology that will be used to display the report. The 'Formatting Options' are Adobe PDF® Reader, Microsoft Excel® or Microsoft Word®.
Sorting options are also available on the left side of the screen.
The right side of the screen enables selection of a range of formatting options specific to your choice of the technology used. These options include: 'Show Table Borders' and 'Alternate Row Colours'.
The 'Alternate Row Colours' option significantly improves the readability of the report.
Both of these options are available in Adobe® Reader (Portable Document Format) and Microsoft Word®. Microsoft Excel® includes neither of these options.
Important!
You will only be able to run the report for payrolls to which you have been granted access. The 'Payroll Number' drop-down list on the 'Payroll Details' tab will only display the payrolls to which you have been granted access.
Report Layouts Options
| Fields that require further explanation | |
|---|---|
Use Rate of Pay as at Cut-off Date/Use Current Rate of Pay | These radio buttons are only active if you selected 'As at Cut-off Date' on the 'Leave Options' tab. |
Include Sub-totals | By default, the report will include subtotals by employee. Uncheck this radio button to turn this off. |
Include Employee Details | Check this radio button to include additional columns on your report; 'Payroll Number', 'Employee Status', 'Award', 'Start Date' and 'Pay Point'. |
Exclude Zero Balance Accruals | By default, the report will exclude employees who have a zero leave balance. Uncheck this radio button to include these employees in your report. |
Run Exception Checking | This is a maintenance facility that will check the sum of leave accrual transactions (accrued, taken and adjustments) for each employee agrees with the current balance. It will print a message on the report for any employee where the sum of transactions does not equal the balance. If you find warnings for any employee on your report, please contact the TASS help desk. |
Click the 'GO' button to generate your report.