Chris21 Leave Balances and the Leave Update Process
From time to time clients will tell me their Chris21 leave balances are not reporting accurately. What shows on their reports is not what shows when they look up a leave balance on the Balances (LAC) form in Chris21. This can cause some unnecessary stress to the report author, particularly when these reports are being delivered to and closely scrutinised by managers.
If you come across this issue the answer is your Leave Update (LVU) process. The Leave Update process can be run in Chris21 at any time and its purpose is to calculate leave balances at a given date. Payroll will usually want to do this during payroll processing so that they can determine leave balances at a point in time. This is important given that some leave balances accrue on a daily basis so they become a ‘moving target’.
How does the Leave Update process work?
You will be aware that you can update Chris21 leave balances for an individual employee by going to LAC, choosing the leave type and then changing the As At Date and clicking Save. This process will recalculate the chosen leave balance for the given date. This date can be in the past or in the future. The Leave Update process essentially works the same way except that you can do it for a group of employees and multiple leave types in a single process.
A problem arises if the Leave Update process is run by Payroll and then another Chris21 user, unaware of this, runs a leave Balances (LAC) report expecting to see current leave balances. The result can be inaccurate leave balances being reported to management groups.
The best way to avoid this situation is to always include the As At Date in your leave Balances (LAC) reports. This way, if the Leave Update process has been run recently then the As At Date will reflect this. If you see an As At Date that does not match the current date then you can be sure that you need to re-run the Leave Update process to get your balances back to the current date. If you do need to re-run the Leave Update process it would be a good idea to let Payroll know!
Keep this tip in mind when running your Chris21 Leave Balances reports so that you can be sure the reports you are publishing contain the most up to date information.
Hi Tony,Thank you for your post.if I need to get a leave balance report using LAC for a past date, would it work by setting the past date as condition for As at Date?
Hi Daicy,
Not if you are setting the as at date on LAC. This will only change the balances for the employee you are looking up.
If you try to simply change the As At Date as a selection in your report I think you will find no records will be returned unless you have first run the Update Leave process for this date.
Regards,
Tony.
Hi Tony,
Would you know how Chris21 do the computation from back end? The leave balances records are stored in EMLAC of Chris21 database, however, in our case, we no longer seeing “As At Date” = Oct 1 2013, which is the LAC_CALC_RUND (Entitlement Date) in EMLAC. But in LAC, leave balances are showing with “As At Date” = Oct 1 2013. We are wondering how Chris21 got the values.
Thanks! Hope for your prompt reply.
You could have a look at CFT setting number 13: “Leave Balances: Allow display of ‘CURRENT BALANCES’ as stored in the entry.” This will determine how balances are displayed.
Hi Tony,
Thank you kindly for posting information regarding leave balances,
We have an issue where in our LAC particularly for the long service leave the hours display for this leave is correct however the days are displayed incorrectly.
What do you suggest is incorrect, and how could I go about fixing this issue
Kind regards
Karina
Hi Karina,
Hard to say without seeing the setup. It could be the hours/week and days/week on POS/PDT that’s the issue or something in your leave rules setup.
Regards,
Tony.