FastTrack360 Version 12 Online Help

Additional Item Leave V12.33

Owned by Fiona Sims
Last updated: 31 October 2024
4 min read

Description

Previously where Leave needs to be added to a Timesheet, the Leave (Absence) items are available in the Attendance/Absence section of the timesheet. These elements display for selection depending on configuration, for example Leave could be part of the Job’s Agreement Rates, the Candidate (Payee) could also have the Absence Item available to them where it is assigned to their Employee Type and ticked to display on the Timesheet.

If a timesheet keyer adds an Additional Item to the timesheet where the item is a Pay Code of type ‘Leave’, previously there was no link to a Leave Type and as such a Leave Request is not generated on Approve, so the item will be paid as a manual item instead of a Leave item.

A requirement exits for the ability to be able to include Pay Codes of type ‘Leave’ on a Timesheet in the Additional Items section - for example the related Job is Standard Rates, and you wish for Candidates to be able to add Leave via the Additional Items section on the Timesheet and for the Leave to trigger a Leave Type in the Pay Batch which will ensure Leave is accrued and paid.

To achieve this, the following enhancements have been made:

  • In Rates & Rules > Maintenance > Pay Code we have added the ability to link Pay Code’s that are Pay Code Type ‘Leave’ to an Absence Type and a Default Start Time. Click here to read more.

  • The logic on Save and Submit that checks for clashing leave has been updated to include Additional Items of type Leave linked to an Absence Type, for the Timesheet UI, Mobile Timesheets, Timesheet Import and Timesheet APIs. Click on the links for more details on these component changes.

  • Once configured the Pay Codes can then be added to a Standard Rate Job to trigger the leave process where selected and approved. Please be aware if these Pay Codes are configured to support an Absence Type and added to an Agreement for selection as manual items, this process will also trigger leave.

These changes impact:

  • Timesheets in Time & Attendance View

  • Timesheets in Mobile Timesheets

  • Timesheets in PC for Mobile Timesheets View

  • Timesheet APIs

This strategy will not be viable for Clients who require that that Payees enter actual Start and End times for leave items. Where this is the case, the current process to apply leave items via the Attendance/Absence section of the timesheet will need to be used. Additional Item Leave may be an option where VMS data is imported onto Timesheets, where the VMS is the source of truth for Start and End times, and FastTrack360 is being utilized for the Pay / Bill process.

The Absence Type assigned to the Pay Code will dictate the Leave Type that is applied (Leave Maintenance > Leave Type - an Absence Type is linked to a Leave Type). As such the Leave Type needs to be configured to support the conditions required. If, for example, you require that the supplied imported rate, or rate on the job is used for leave, then the Deduction Rule must have a Rate Type of ‘Agreement Rate'. If you require that the Average Rate is used, then the Deduction Rule must have a Rate Type of ‘Average Rate’. If there are cases where the Payee may be subject to both conditions, a Leave Type can have more than one Leave Set with different Deduction Rules, however you must be able to determine what that point of difference is in the hierarchy filter for the rule, so that the Accrual Rule is not duplicated. For example if the point of difference is that Timesheets for some Clients need to use the rate supplied, then a Leave Set(s) can be created with a Hierarchy Value for the Client - in this case the Deduction Rule would be for Rate Type of ‘Agreement Rate’. If Timesheets for another Client requires Average Rate, then a second leave set is created with a Hierarchy Value for the other Client, the Deduction Rule in this case would be for Rate Type of ‘Average Rate’.

Steps for configuration of Leave Types is not available on Online Help due to the high level of configurability within the feature and the complexities with some leave rule requirements. If you need assistance with configuring Leave Types, please contact the Customer Service Centre or if you are in project, Professional Services.

Benefit

These changes provide the ability for Leave to be applied to the Additional Items section of the Timesheet which will support the payment and accrual of leave which may be required, for example, for a Standard Rate timesheet.

Configuration

The required Absence Type (Maintenance > Absence / Attend) and related Leave Type (Leave > Maintenance > Leave Type needs to be configured prior to applying the Absence Type to a Pay Code.

For the Pay Code to be available in the Additional Items section of the timesheet, the Pay Code needs to be added to the Job’s Rates. The Payee (Filled Candidate) also needs to have the Absence Type applied to their Employment Type and ‘Exclude from Timesheet’ should not be ticked.

 

Classification-Public