Leave Allocation - DEQ

Charge codes/distribution is allocated proportionately to leave codes from the time worked for two pay periods. If there is no time worked for either the current or prior pay periods, the system continues looking for two pay periods with time worked within the fiscal year. If only one pay period is found, it will use that pay period. If no time worked has been found within the current fiscal year (including the current pay period) the approver will receive the error below when they try to approve the time sheet.
 
Approval Failed! Leave entered on the time sheet for 'USER' cannot be allocated. Please notify your Central Payroll Officer.
 
Dummy Record Required: The leave allocation may encounter this issue at fiscal year end when the tables containing prior pay period information are cleared out.   When this issue occurs, the leave allocation will not work and the approver will not be able to approve the time sheet. To work around this problem, a dummy record will be added to a table (by DEQ) when this situation occurs. This allows the leave allocation to use the charge code specified by DEQ on the dummy record. Refresh Resources must be done after the dummy record is entered so it is moved into a table that SCO recognizes. The dummy record will not show on the employee’s time sheet or be in the transaction uploaded for payroll.
 
The dummy record includes the following:
  • Agency code
  • Employee SSN
  • Employee's PCN
  • Pay period number (this must be the current pay period)
  • Time code (ACT or an hours worked earnings)
  • Hours (hours entered determines the percentage applied to the charge code)
  • Fund/Program (index/PCA)

Note:  When an odd amount of leave needs to be distributed between multiple PCA's, and the leave allocation has been satisfied, the remainder of the leave will be allocated to the last PCA processed.

 

Example Distribution

 

Timesheet:

FMS 6.8 (PCA 81533)

FMV 4.8 (PCA 81569)

11.7 Total Leave Hours

 

11.7 Total Leave / 2 PCA = 5.85 (System Rounds to 5.8)

  • PCA 81533 will have 5.8 hours allocated
  • PCA 81569 will have 5.8 hours allocated

(5.8 + 5.8 = 11.6) There is .1 hour remaining unallocated. The .1 hour will be allocated to the last PCA used (PCA 81569).