Decremented Leave Types Decremented leave must be earned prior to use either through accrual (pay period), allocation (annually), or work (as work is performed). Such leave is maintained in an available leave balance by leave type. When the leave is used, the available balance is reduced (or decremented) by the number of hours the employee is out of work. System edits prevent leave hours from being recorded in excess of available balances by recording excess leave usage under another leave type in accordance with leave chaining rules, described later in this section. The following table summarizes the leave type codes supported by decremented leave accounting, the primary source of transactions and their purpose. Keep in mind, maintenance transactions can be used to correct balances for all leave codes: Continued on next page , Continued Type Code Transaction Source Used to record… Sick – Personal SP Activity Usage for VSDP and non-VSDP. Sick – Family SF Usage for Non-VSDP only. Family and Personal VSDP Only FS System generated Annual allocation FP Activity Usage NF Maintenance Balance load for new transfer-in employees.
Use applicable code as maintenance transaction for balance load. leave usage total. Accumulates during leave year. Military MT 120 hours per military leave year (10/1/XXX0-9/30/XXX1). No chaining – excess transactions are rejected. Pre-layoff PL 80 hours, then chains. Remember, the accumulators are set to zero at the close of each leave year. Bone Marrow Organ Donation MO 240 hours, then chains. *Note: Fire fighters/EMT employees who are eligible to use up to 24 hours of School Asst/Vol Srv must be monitored outside of the leave accounting system since our limit is set to16 hours per calendar year and any excess of that amount will be chained. Leave Chaining Leave Chaining CIPPS-Leave uses leave chaining to minimize rejected activity transactions by automatically recording leave activity (usage) transactions that exceed limits under another leave type. Keep in mind, maintenance transactions do not chain. Chaining rules apply to decremented leave types if the leave transaction exceeds the available balance, and to accumulate with edits leave types if the leave transaction exceeds the accumulation limit (note exception for military leave). Chaining Sequence Under leave chaining, the portion of a leave transaction that can process without the available balance going below zero or without exceeding the accumulation limit will process. The remaining hours will be recorded by the system under another leave type in accordance with the chaining sequence described below. These system generated transactions can be identified by the transaction code “SYS” on reports (i.e., SYS AT, SYS SP, etc.). This table displays the “first to last” order that CIPPS-Leave automatically chains excess leave hours entered via activity transactions on HMSUA to other leave types before changing the employee’s leave accrual status (on HPIUS) to Leave-Without-Pay (LWOP): date
Leave Period Dates CIPPS-Leave has been modified to conform leave periods with the revised semi-monthly pay periods implemented in 1997 shown below: Period Variation Effect on HPIUS Dates Consider the effect of this period variation when establishing the HPIUS leave Period Start Date, Adjusted Emp Date, and SDP Employ Date as follows: Internal Control Internal Control Agencies must establish procedures to ensure accurate leave balances are available to employees each payday. This includes establishing appropriate processes governing leave form preparation, authorization, submission, data entry, and reconciliation. Records Retention Time Period Maintain all applicable forms affecting employee leave for five years or until audited, whichever is later. Contacts