Once the setup of vacations is completecompleted, standard tasks related to vacations includes include updating of vacation accruals and processing employee requests for vacations.
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For each employee, accrual of vacation days for each year starts from the date of employment. The process will calculate the vacation days added each month for each employee as follows:
Vac_Days_per_Year/12.
For employees with accumulation of vacation pay, the Month-End Closing process will generate the following journal entries:
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For information on calculation of Average Daily Salary amount see the Parameters for Average Daily Earning Calculation section in the Setup of Vacations.
For a newly hired employee, accruing of the vacation days and accumulation of vacation pay is not performed during the initial period of employment when the employee has no right for vacations, for instance, in UAE the employees can have vacation only when their length of service exceeds six months. Then, during the month-end closing for 6th month, the application credits the employee record with the following number of vacation days:
Vac_Days_per_Year *6/12
For example, a newly hired employee Marat can request a paid vacation starting his 7th month of employment. When the 6th month of employment ends, Marat will have 12 days of paid vacation. If he asked for accumulation of his vacation pay in the employment contract, the accumulated amount will match 12 days of paid vacation. If he requests vacation after his 11 months of employment, he will get 22 paid days; however, after completing 13 months, he is entitled to 32.5 days of paid vacations, that is, 30 days for the first year and 2.5= 30/12 days for the 13th month.
Note. Any remaining balances of vacation days are moved to the following year.
Manual calculation of accumulated vacation pay and available days
Alternatively, you can create Calculations of Accumulated Vacation Pay documents manually and include only the employees currently of interest.
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If you don't want this document to be updated by the Month-End Closing service tool running in the same month, make sure the Manual Filling check box on the Accumulated Vacation Pay tab is selected.
Processing
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Leave Requests
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for Vacations
To register employee requests for vacations on annual vacations, main or additional, you can use the following formdocuments: HR and Payroll > > Time Tracking Documents > Vacations. To process a new request for a particular employee's annual paid vacation, main or additional Leave Requests.
Documents of this type are available if the Enable Leave Requests option is selected on the Administration > Settings > HR and Payroll form.
Employees can create Leave Requests (with Vacation selected as leave type) for themselves if they have appropriate access rights. They can specify the types of requested vacations, the dates of these vacations, and post the documents. For more details, refer to Creating a Leave Request.
Processing Vacations
To register a vacation or compensation for unused vacation days, you can use the following documents: HR and Payroll > Time Tracking Documents > Vacations. Vacations can be created manually or can be generated as based on the appropriate Leave Requests.
If the employee is going to actually use vacation days as a leave, create a new Vacation document and select Vacation Calculation as the transaction type, specify the types and dates of vacations, and click the Calculate button on the toolbar. For more details, refer to Creating a Vacation.
Vacation payout is a sum of vacation payout for Main vacation and payout for additional vacation (if such vacation was requested). Each part is calculated as Average Daily Earning multiplied by the requested number of vacation days.
The calculation of Average Daily Earning is based on the vacation type definition and uses the values specific to the employee that either are listed in the Employment Contract or available as the data from the Payroll Calculations.
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Note. The posted Vacation documents will provide the data on corresponding "leave of absence" days in Time Sheets if when creating a new Time Sheet you will select to populate the time sheet by using the Fill by all documents option.
Vacation Compensation
When you need to pay the employee for not using some number of earned vacation days of the main vacation, or additional vacations, or both, you create documents of the Vacation type with the Vacation Compensation transaction type. You can specify what part of the compensation pay should be paid from the accumulated vacation pay and what part should be recorded as current expenses. On document posting, the compensated vacation days will be recorded as used days thus reducing the number of available vacation days.
If according to the organization's policy, accrued vacation days that were unused during the current year of service, should be reimbursed, you also can use the Vacation Compensation transaction type. For more details, refer to Creating a Vacation.
Paying to Employees
To actually create a payment to the employee, you will need to generate a Payroll Sheet and then generate a payment according to the selected payment method: Cash Payment, Cheque, or Bank Payment (direct deposit to the employee's bank account).
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For more information, refer to Overview of WPS file processing.
To generate a payslip for one employee or payslips to multiple employees, you can use the following report: HR and Payroll > Reports > Payslip.
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