Quick Reference Guide: Leave Balance Adjustment
Job Aid: Leave Balance Adjustment Supplementary Instructions
The most common time that a leave balance adjustment would be processed would be when an employee leaves State service. As part of the vacation payout process, the HR Admin will zero out the vacation balance prior to paying out the vacation. The other times that a leave balance adjustment would be necessary is for any retroactive submission of leave requests processed by the Leave Keeper prior to August 1st, and for employee transfers between departments participating in Time and Leave and not participating in Time and Leave.
If an employee submits a late leave request for dates prior to August 1st, your Leave Keeper will process the leave manually and will notify you to adjust the employee’s leave balance. The adjustment is necessary as all leave balances should be accurate as of August 1st.
If an employee submits a leave request from August 1 – 15 for an employee whose Time and Leave functions are effective August 16th, your Leave Keeper will process the leave manually and will notify you to adjust the employee’s leave balance. The adjustment is necessary as all leave balances should be accurate as of the employee’s enrollment effective August 16th.
If both departments involved in an employee transfer are participating in Time and Leave, the balance is automatically transferred without the HR Admin having to do a balance adjustment, but there will still be a fiscal process involved in writing/receiving a check for the value of their accrued leave.
However, if the employee transfers to a department that does not participate in Time and Leave, a manual adjustment will need to be processed on HIP to zero out the former employee’s leave balances. The receiving department will need to be notified of the employee’s leave balances to be processed into their system.
If the employee is transferring from a department that is not participating in Time and Leave to a department that is participating in Time and Leave, the departing HR office should notify you of the employee’s leave balances as of the transfer date so that you can process a leave balance adjustment to add hours on HIP to the employee’s leave balances.
General Time and Leave FAQs for all HR Personnel
Time and Leave Topic: HR Administrator Overview
