Close Leave Year - Timing Considerations
KB Article #:
109386
Summary:
Close Leave Year - Timing Considerations
Description:
How to process Close Leave Year - Timing Considerations?
 
Resolution:
 
During Close Leave Year - there may be a variety of timing considerations that need to be considered with the end of the year labor and leave computations, and which General Ledger period these need to be posted in. Both Costpoint and Time and Expense can accommodate various scenarios if completed correctly. Please see some scenarios below:
 
Biweekly Timesheet and Leave Periods that cross over to different calendar years.
 
There are many instances where a company policy may be different when it comes to year end reporting, some samples of verbiage are below:
 
Scenario A:
  • All labor must be accounted and posted through 12.31

    • Sample Data:

      Biweekly Timesheet Period Dates:
      12/10-12/23
      12/24-01/06
      01/07-01/20
The timing above would reflect that there would need to be a split of the period ending in 01/06. Please reference KB# 46481 on how to export specific range of days in Time & Expense. You would have two timesheets per employee for the period of 12/24-01/06. One with a timesheet date of 12/31 and one of a timesheet date of 01/06. You can adjust the timesheet dates on your Import Timesheets from Deltek Time & Expense parameter to reflect above. Please remember to adjust your auto-adjust percentage on this screen if applicable.
 
Scenario B:
  • Leave Beginning Balance must start on the first day of the year

    • Sample Data:

      Biweekly Leave Period Dates:
      12/10-12/23 – LV Year 2025
      12/24-01/06 – LV Year 2026
      01/07-01/20 – LV Year 2026
At the beginning of the calendar year, it is likely that you created the leave periods utilizing the in-application utility to mass add the periods based on certain criteria. It is also possible that the first period of the follow-on year has not been added. Should you need to split these periods, you will complete this in the Manage Leave Periods screen. After edits, the period setup should look like below:
Biweekly Leave Period Dates:
12/10-12/23 – LV Year 2025
12/24-12/31 – LV Year 2025
01/01-01/06 – LV Year 2026
01/07-01/20 – LV Year 2026
 
Please Note: If the user is completing the split above, the user must be cautious about the timing of labor postings and closing of the leave year. Please reference the Year End Close Guide for additional information. Labor should not be posted in a future leave year until the prior leave year has been closed.
 
Sample timing of a combination of step 1 and step 2 is below:
  1. Import Labor for Time 12/24-12/31
  2. Post Labor for Time 12/24-12/31
  3. Compute Leave for 12/24-12/31
    Please Note: If the user needs to prorate these accruals, see step C below prior to posting. If not, please see step D below prior to posting.
  4. Post Leave for 12/24-12/31
  5. Close Leave Year
    • Please follow Year End Guide for steps to Close Leave Year
  6. Import Labor for 01/01-01/06
  7. Post Labor for 01/01-01/06
  8. Compute Leave for 01/01-01/06
    Please Note: If the user needs to prorate these accruals, see step C below prior to posting. If not, please see step D below prior to posting.
    • If the user has any applicable block grants, these will compute the first leave period of the new year containing the date of the block grant accrual.
  9. Post Leave for 01/01-01/06
The user will resume normal processing steps after these have been completed.
 
Scenario C:
Accruals must be prorated based on the number of days remaining in the year and then carried over to the following year for the rest of the accrual.
If the user's PTO policy is to account for only the applicable liability in the respective leave years based on the hours applicable for the leave period, the user can prorate accordingly below:
  • Leave Code Compute Method = P – Leave Period
  • Sample 4.62 hours per bi-weekly leave period
  • Number of working days in total bi-weekly leave cycle = 10 (12/24-01/06)
  • Daily Accrual Rate = 4.62hr/10 days = .462 daily accrual
  • Number of working days in split bi-weekly leave cycle = 5 (12/24-12/31), 5 (01/01-01/06)
  • Daily Accrual X Number of working days in split leave cycle = .462 X 5 = 2.31
Rather than manually adjusting these accruals via the Manage Leave Edit table after Compute Leave has run, the user would simply amend the leave code setup to the applicable accrual rate above prior to computing. The user can make this change under People > Leave > Leave Controls > Manage Leave Codes.
Note: Please make sure the user has adjusted accordingly so manual adjustments after computation and posting are not required.
 
Scenario D:
Accruals are an immaterial difference, and should be posted in the last leave period of the year.
Since the Compute Leave validation includes all leave assigned to employee for computation and then checks the accrual method in leave code setup, the user will only Compute Leave for the applicable leave types wanted to post for in the last period of the leave year. After Close Leave Year has been performed, the user can then Compute Leave for the applicable leave types wanted to post in the first period of the new year.
 

Knowledge Base Reference Number: KBA #109386

 
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