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Premier Leave Manual 1st Edition - softcopy

1. Leave Type Descriptions Leave Line Changes Leave Reasons EE Global Leave Transactions Global changes for Work Week Leave Batches Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports 152 Leave User Manual ftline VIP 2006 Softline VIP Softline The following screen will be displayed Click on the required Leave Line e g 01 Annuali ly Maternity Annual2 Annual3 Study The Methods which have been defined will be displayed on the Global Link to Method of Calculation Screen 01 20 Davs cc i 0 Unlink Click on the required Method number e g 02 22 Days a Select the 00 Unlink option if you want to unlink employees from a Method of Calculation i Leave User Manual 153 3 Softl mg VIP 2006 Softline VIP Select the Method number to be replaced or select 00 Not yet to link employees not yet linked to the Method of Calculation Click on the Continue button to link ALL Employees A confirmation of the action which is going to occur will appear at the top of the following screen In the centre of the screen you may select to link All Employees to the Method or only the particular Department Category Pay Point Job Grade Leave Category Payslip Display Code Ethnic Group Country 1 Country 2 Security Clearance Religion or Bloodgroup Click on Leave Category in this
2. Calendar days gt DAA A 2222222222 3538 123456789 0123456789 0123456789 01 PROD PTA 001 MR AAAAAAAAA SL PTA 003 MR AAAAAAAA ADM 004 MR SL PTA 005 MR AAAAAAAAAA AA ADM JHB 006 MR s s ADM JHB 007 MR s FIN JHB 009 MR SL JHB 010 MR AA A Overlapping Dates A Annual S Sick Leave F Family M Maternity ADAMS NTULI DAMHK OAD X Leave transactions without a type s Sick Hours Because of limited space available the days in the month are indicated as 1 0 1 1 1 2 for 10 11 and 12 etc 180 Leave User Manual 2006 Softline VIP Softline VIP The Leave Transaction Report The Leave Transaction Report prints the Leave Transactions for all employees for whom Leave Transactions have been entered When printing this Report you may specify detailed Employee Selections as well as comprehensive Transaction Selections NONE No Generated Transactions A i Leave User Manual 181 3 Softl mg VIP 2006 Softline VIP Employee Selections Option Explanation Employee Analysis Range You may select to print all employees in the company or a specific group of employees in the company e g employees belonging to a particular Department Category RSC Code Pay Point Job Grade Job Title or Leave Category Employee to Print The default selection will include all employees from the first to the last employee but specific employee
3. re Leave User Manual ftline VIP 2006 Softline VIP Softline Leave Batch Input Leave Batch Input is a time saving utility that allows you to do Leave input for a number of employees without going to each employee s screen individually All input is done on one screen and then updated to the employees Payslip screens You may stipulate that Batches must be verified before they are updated Batches which have not been updated may be printed for checking Batches which have already been updated may be printed from the Reports menu Batches may be entered for current and future periods Negative Batch Input is not possible The following options are available for Batch Input on VIP Premier New Batch Verify Batch Update Batch List Batches Print Batch New Batch To enter a New Leave Batch Verify Batches To Verify a Batch which has already been entered but has not yet been updated Update Batches To Update a Batch which has already been entered but has not yet been updated List Batches To List the Batches showing the status of each Batch Print Batch To Print a Batch which has already been entered but has not yet been updated Leave Batches are indicated with a Type on all the relevant Batch screens din e hs i P Period Trans Req done ance Up p AAN ATA AA r TE OOP 2085 11 25 11 of 12 001 Y Y Y Y Leave 2006 01 05 0082 amp 2005 11 25 11 of 12 002 Y
4. 6 The information on the left hand side of the screen is displayed automatically You need to complete the information on the right hand side of the screen if required The 2 days Leave for the Current Period Transaction are displayed in the Units field The 7 days Leave for the Planned Transaction are displayed at the bottom of the screen 114 Leave User Manual i 2006 Softline VIP 3 Soft BN VIP Explanation of fields on the left hand side of the screen Line In this example there are three Annual Leave Lines with Leave Type A Annual Leave Available In this example 3 3334 days are available for Leave Line 01 Annual1 5 0000 days are available for Leave Line 05 Annual2 and 3 0000 days are available for Leave Line 06 Annual3 Units In this example there is more than one Leave Line with the same Leave Type and therefore the Units are split into different Values for the various Leave Lines according to availability 2 0000 days are available for Leave Line 01 Annuali for the Current Period and therefore 2 0000 Units are allocated to this Line No Units are allocated to Leave Line 05 Annual2 No Units are allocated to Leave Line 06 Annual3 Leave Taken The total number of Leave Days Taken for the Current Period is displayed in this field e g 2 for 2 days Planned Leave The Planned Leave Transaction days are displayed at the bottom of the screen
5. This button allows you to move up one line in the Report This button allows you to move up one screen in the Report This button allows you to move down one screen in the Report e m BR o5 This button allows you to move down one line in the Report Leave User Manual 3 Softline VIP 196 2006 Softline VIP Writing a Report to an ASCII File If you select to print the Report to an ASCII File a default File name will be displayed You may alter the default File name if required Printing To as Cll file zi ASCII File Name RPRT564 06 The File name consists of RPRTnnn xx where nnn the Real Number of the Report and xx program generated so that the File name is unique This name can be changed if required Unless you specify a Path name with the File name e g W LVE ASC the ASCII File will be written to the VIP Directory in which you are working e g C Premier This ASCII File can then be imported into other applications e g Microsoft Excel where it can be changed If you select to print a Report which is defined as Print this Report to an ASCII File on the Report Control Line the File name which you have entered on the Report Control Line will be displayed as the default name for this File Leave User Manual 197 3 Softline VIP O 2006 Softline VIP Exporting and Importing Reports Within the VIP Premier System there is a facility to copy Report
6. 2006 12 01 2006 12 01 m Leave User Manual 2006 Softline VIP Softline VIP Example 2 An employee has taken 8 days Annual Leave from 2006 01 16 to 2006 01 25 in the Current Processing Period Solution Information to take note of e The Current Processing Period End Date is 2006 01 31 e Three Annual Leave Lines are in use in this company e g Annuali for BCEA Annual Leave Annual2 for Additional Leave and Annual3 for Accrued Annual Leave e No Sequence Number Order for Leave Types has been defined on the Leave Control screen 1 The Employee Control screen before the Transaction 1999 03 01 ALL Three Annual Leave Lines are in use in this company 6 6668 days are available for Line 01 5 0000 days are available for Line 05 and 3 0000 days are available for Line 06 2002 03 01 2008 03 01 2006 03 01 2006 03 01 2006 03 01 s ajs s s 2 2 Click on the New Tim button at the bottom of the screen 3 Select the applicable Type of Leave from the Combo box e g A Annual Leave D o HD A Annual Leave F Family Leave M Maternity Leave S Sick Leave Leave User Manual 109 3 Softline VIP 2006 Softline VIP 4 Enter the Start and End Dates of the Transaction Click on the required dates or enter the dates in the field provided at the bottom of the screen e g enter 20060116 for the Start Date and 20060125 for the End Date 052 Leave Demo
7. EE Leave User Manual 2006 Softline VIP Softline VIP Importing Leave Batches The facility to Import Leave Batches in ASCII data format exists in VIP Premier The required layout format specified by VIP must be used for this purpose The latest Leave Import Layout and instructions may be obtained from the VIP Call Centre or from your VIP Client File Accessing Import Leave Batches Click on Interfaces Click on Import Data Click on Leave Batches i Import Data The following screen on which you must enter the drive from which you will be importing the data as well as the Batch File names will be displayed Enter the Drive Letter here e g C for the C drive Enter the Batch File name s here Up to 10 different Batch File names may be specified here i Leave User Manual 143 3 Softl mg VIP 2006 Softline VIP Once the data has been imported you may either update it immediately or store it to be updated later Up to 10 Batches may be imported simultaneously If more than one Batch is imported the Batches will be stored and not updated You may then select to update a range of Batches at once e g Update Batch Numbers 4 7 See Update a Range of Batches on page 142 for more information The maximum number of entries to be imported is 500 After each Batch of 500 has been imported the Batches will be saved automatically These Batches must then be updated either individually or as a Range
8. Leave Line Annual Annual Annual Annual Annual Annual Annual From Date 18 01 2006 18 01 2006 24 01 2006 18 01 2006 19 01 2006 25 01 2006 31 01 2006 28 01 2006 18 01 2006 28 01 2006 28 01 2006 19 01 2006 25 01 2006 03 02 2006 R7 60 Printed on 31 01 2006 0000 0 0000 0000 0 0000 0000 0 0000 0000 0 0000 0000 0 0000 0000 0 0000 0000 3 0000 192 Leave User Manual 2006 Softline VIP Softline VIP Printing Reports When selecting to print a Report certain selections have to be made These selections will be discussed here Reports may be printed to a Printer an ASCII File or to the Screen On the Reports Menu click on the Report that you want to print so that it is highlighted and then click on the button at the bottom of the screen Alternatively you can double click on the required Report You will then be asked to select where the Report must be printed Printing To Options when printing a Report Printer The Report will be printed to the selected printer the default printer will always be highlighted Screen The Report will be displayed on your screen You can use the scroll bar to move around the screen and use the Page Up Page Down and Line Up and Line Down buttons to view the Report ASCII File Any of the Reports may be written to a File in ASCII format When you select to write to an ASCII File you can enter your own File name This ASCII File can the
9. Pon a Se gt ar a 2 E ooo Cose Rowing gt New tmn vien Information on this screen e The From and To Dates will always default to the Period End Date e g 2006 01 31 e The System Generated Reason Code ADJ is displayed in the Code column e The System Generated Reason Description System gen trn is displayed in the Reason column e The Note and Reference number columns will not be completed e The description in the Comment field will default to Due at Start Adj User or Adjusted during Roll over No changes to ADJ Type Transactions are allowed When the Allow changes to Leave Transactions field has been selected Y ticked on the General Leave Control screen and you delete a Transaction that has been Split across Pay Periods or over more than one Line a System Generated Transaction will be created to show that the Transaction has been deleted This Transaction will be indicated by the description Multi Line Period Transaction Deleted in the Comment column Leave User Manual 101 3 Softline VIP O 2006 Softline VIP Buttons on the Employee Leave Days screen New Tin New Transaction Click on this button to enter a new Leave Transaction An example of a new Leave Transaction is shown on page 103 View Click on this button to view existing Leave Transactions The following options are available for viewing Type
10. The VIP Calendar will be displayed 051 Leave Demo Co VIP Calendar BA BSE 2006 01 31 11 of 12 a lt gt EE s BEC EE BBC a TERBEN DEDE EIE sT3 5 SBE BEEBE BEREEE elses TREERE On IBIEIE E EIS EJ SI STE ad The Calendar will start with the Current Month displayed in the top left corner Six months are displayed at a time e g January 2006 to June 2006 The arrows can be used to move to prior or future months If you want to view the Calendar for a specific year click on the down arrow for the Year to View Combo box and make the relevant selection Click on the the year you want to view e g 2006 D Softiine VIP Leave User Manual O 2006 Softline VIP 69 The following buttons allow you to move between months alvi d Where This button allows you move back one month y This button allows you to move forward one month This button displays the previous six months gt This button displays the following six months Defining Public Holidays on the VIP Calendar 1 Click on the Mell button at the bottom of the screen April 2006 Mo Tu We Th Fr Sa Su Mo Tu Y _ GE 2 o es o5 Y o oo cs QUEUE H 17 19 1412921 22 23 22 23 24 25 amp 27 ee 29 20 TS IF Eyed LI AL Fs fe WD 17 HD 03 WE 10 WD 22 Enter date to Change p
11. e oeeeeee seien nenne rennen anna nna nana uana a uana uana ENAN nanana KEREN 91 Employee Leave Days screen oleis nennen nennen nennen nnn nn nn nn rra enhn n nr rra annuus sna 91 Options on the Employee Control screen rss 93 Options on the Transactions screen esee nnnm enne nnne nn nnne nnns nnne nnn nn nnns 99 Options on the System Generated Transactions screen 101 Buttons on the Employee Leave Days screen iii 102 Entering a new Leave Transaction ss A EENAA ERE AREEN ARRA SEKAR EErEE S 103 Leave Input on the Payslip screen e serene rere rennen nennen nnn nnnm nnn nnn nnns 120 Leave TeCaun 125 Leave Batcli Entries oe ois eem ere cn onl eei ea oe tee e YR RN E a ea i pedea rk er E e dax 126 List Batchi6s 0 eic mee bete peret ret Late as pe eee ERE a Pen ant Le SEE X RYE e WE A USE ER REA a ent Les ER rayo Pe demanda 137 Print Batches 3 nu ata 138 MISERAT I LI OUI UULTUS 139 Update Batch aiii den tnr dea ce Des ena tke bem entrant donner Oo SE vaa skr benne CREER 141 Importing Leave Batches oie raria enn iari n phe n Pe kk Ene aa EUER E dada EE Xn ga a aa daian 143 Leave Pay Functions 1eeeeiee ene eee eren nenne nnnm anA aA aAa uuu nu a Aranana kaana anian unas 145 Global Leave Pay activation ns nnn nnn anna nen nnn inns s an nn nn nnn 145 Leave Pay Validation datado Aaaa aaia aara ia aerea 147 Chapter 6 Global Leave Activati
12. LEAVE 3 Softline VIP ADMINISTRATION QU Copyright Notice Copyright 2006 by Softline VIP hereinafter referred to as VIP under the Copyright Law of the Republic of South Africa No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into a human or computer language in any form or by any means electronic mechanical magnetic optical chemical manual or otherwise without the express permission in writing of VIP Disclaimer Softline VIP makes no representation or warranties with respect to the contents hereof Further Softline VIP reserves the right to revise this publication and to make changes in the content hereof from time to time without obligation to notify any person or organisation of such revision or change The sole purpose of this User Manual is to provide the registered users of the VIP Leave Administration Module with adequate information on how to operate this Module The use of this document for any other use is prohibited Leave Administration for VIP Premier 1 Edition February 2006 ISBN 0 9584993 3 0 Published by Softline VIP PO Box 38017 Garsfontein East Pretoria 0060 Trademarks Notice Windows is a trademark of Microsoft Corporation Softline VIP Premier Leave Administration User Manual 1 Edition Contents Chapter 1 Introduction Introduction nicedtenvcasasecevecensancuscsvacncegnsanceudvegsSanseepens ab e une dans
13. Verify Batch Delete Batch 1 9 Click on the option you require e Verify Batch e Delete Batch or e Update Batch Verify Batch Click on this option if you wish to alter any of the information entered in the Batch The moment you click on this button the following options become available for selection Search Add Line Change Line Delete Line Continue Search When you click on this button you will be prompted to enter the Employee Code and the first entry for this particular employee will be highlighted Add Line When you click on this button you will be allowed to add an entry to the Batch Change Line Click on the line that you want to change then click on this button You will be allowed to make changes to the line selected Delete Line Click on the line that you want to delete then click on this button You will be asked to confirm that this is the line to delete Continue Click on this button once you have finished verifying the entries 134 Leave User Manual 3 Softline VIP 2006 Softline VIP Click on this option if you want to delete the whole Batch You will be asked to confirm that you want to delete the Batch Steps to follow when updating a Batch 1 When you click on this option you have to specify the period in which the Batch must be updated The default option is the Current Pay Period but you may enter a Future Period if require
14. Click on the Radio button next to Type Click on the down arrow for the Select a Type to View Combo box and click on the required option e g A Annual Leave to view all Transactions for the specific Leave Type Type C Line C Day C All Sick Leave Transactions Select a Type to View Line Click on the Radio button next to Line Click on the down arrow for the Select a Line to View Combo box and click on the required option e g Line 02 to view all Transactions for the specific Leave Line C Type Line C Day C All Sick Leave Transact tions Select a Line to View Li e 03 e 04 Continue M Line 05 Line 06 Line Day Click on the Radio button next to Day Click on the down arrow for the Select First Day of Transaction Combo box and click on the required option e g Friday to view all Transactions where the first day of the Transaction started on a Friday C Type C Line C Day C All Sick Leave Transactions Select First Day of Transaction All Sick Leave Transactions Click on the Radio button next to All Sick Leave Transactions and on Continuel All Sick Leave Transactions will be displayed 102 Leave User Manual Softline VIP 2006 Softline VIP 3 Entering a new Leave Transaction Example 1 An employee has taken 3 days Sick Leave from 2006 01 09 to 2006 01 11 in the Current Processing Period Sick Leave I
15. Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global Leave Pay Activation Leave Pay Validation Reports j Leave User Manual 91 Softline VIP 2006 Softline VIP The Employee Leave Days screen will be displayed Three Index Tabs indicate that there are three screens on which input can be done e g Employee Control Transactions and System Generated Transactions 1996 08 01 LL 2006 08 01 2008 08 01 2006 08 01 2007 01 01 2007 01 01 Q The Routing code LD may also be used to access the employee s Leave Days screen from any of the employee s screens 92 Leave User Manual j 2006 Softline VIP 3 Soft s VIP Options on the Employee Control screen General Employee Leave Information such as Leave Start Date Leave Category Number of Days in the work week etc and Employee Leave Entitlement Information such as Entitlement Days Carry Forward Limit Leave Due at the Start and the End of the different Leave Cycles etc is displayed on the Employee Control screen Fields at the top of the Employee Control screen Employee Control Transactions System Generated Transactions Number of Days in Work Week Days z Engaged 1996 08 01
16. D Council 01 Job Tit HR Lve Cat ALL 007 Mr P Loots Entitlement 15 0000 Due at Start 8 2500 Allocated 1 2500 Taken Due End 9 5000 190 Leave User Manual 3 Softline VIP 2006 Softline VIP Leave Batch Transaction List This Report lists the details of all Leave Transactions entered via Leave Batches The following selections are available when you select to print this Report e Print All Transactions e Print by Transaction Date e Print by Period Number or e Print by Batch Number An example of the Print All Transactions option will be explained here On the Leave Transaction List Selection screen make the relevant selection in this example select ALL Transactions All Transactions Transaction Date Period Number Batch Number A Selection Summary screen with the selected option highlighted will be displayed The details of all Leave Transactions entered via Leave Batches will be listed i Leave User Manual 191 3 Softl me VIP 2006 Softline VIP Example of Leave Batch Transactions List for the option ALL Transactions 028 Leave Premier 1 LAYOUT Leave Batch Dept P Pt Emp Code Employee Name PROD PTA SL PTA ADM JHB HR PTA SL PTA DEV CPT DEV PE 001 003 004 006 008 009 010 Mr P Ndoro Mr C Cassel Ms L Lepelo Ms A Ntuli Mr G Cassenberg Mr P Loots Ms L Armstrong END OF BATCH EEES TRANSACTION LISTINGS PER BATCH NUMBER CURRENT BATCH NUMBER 1
17. El 4 VIP Premier This will open up the Initial Entry screen The Initial Entry screen ie Softline VIP Payroll B 8x Premier 2 2b Registration expires 2007 02 28 Copyright Softline VIP Payroll a division of Softline Pty Ltd All rights reserved Company No amp Name Tax Tables for_ Processed Date Period Type Empls 001 PM Demo Compan 1 Monthly 2005 01 31 11 of 12 002 PM Reports Co R S A Monthly 2005 01 31 11 of 12 Live 12 051 Leave Demo Co R S A Monthly 2006 01 31 11 of 12 Live 12 052 Leave Demo Co R S A Monthly 2006 01 31 11 of 12 Live 3 053 Leave Demo Co R S A Monthly 2006 01 31 11 of 12 Live 3 060 Demo Co 060 R S A Monthly 28 02 2006 12 of 12 Live 1 061 Demo Co 061 R S A Monthly 31 01 2006 11 of 12 Live 15 062 Demo Co 062 R S A Monthly 28 02 2006 12 of 12 Live 15 063 Demo Co 063 R S A Weekly 26 02 2006 52 of 52 Live 8 Exit Continue Add Co Options Release Notes This screen indicates the System and the Release Number that you are currently working on e g Premier 2 2 b as well as other important information such as the Processing Period Number of Employees Tax Country Type of Company etc In the centre of the screen it shows the available companies Double click on the company that you want to access or click on it so that it is highlighted and then click on Continue You will be prompted to enter your Password If you make use o
18. Ext Paym k 83 09 Bank List 34 Loans 84 Copy 10 Remun List 35 Savings 60 SP Validat 85 11 FP EP List 36 Payouts 61 SP Coinage 85 Realno 12 Earnings 37 Accumulate 62 SP Remun 87 13 Deductions 38 FinDetail 63 SP Bank Ls 88 14 Co Contr 39 New FinDet B4 SP Pay Reg 89 cs 15 Earn Cost 40 P S Recon 65 SP Fin Dif 90 16 Ded Anal E 66 91 cc 17 Cost C Std 67 NonFinance 92 18 Costing 68 93 CP 19 Dept Summ E E 94 20 YTD DeptS 45 UIF Submit 70 Bank Info 95 List 21 12 Months 46 UIF 71 Co Detail 96 22 Neg NonRFI A7 EMP 201 72 Rep Detail 97 23 Limit PERA 48 PAYE 73 Streng M F 98 Help 24 Private RA 49 VAT Report 74 Strength 99 25 Adi TaxDed 50 RSC List 75 Memo List 100 NXT Rn co s Print Print Range Cons Group PC PP Close 174 Leave User Manual 2006 Softline VIP Softline VIP Options on the Right of the Reports Menu Add This option may be used to add a Report Click on a blank line where you want to add the Report then click on Add Change This option is used to make changes to existing Reports Click on the Report that you want to change then click on Change Delete This option is used to delete Reports that are no longer in use Click on the Report that you want to delete then click on Delete Co
19. Global changes for Work Week Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports Softline VIP Leave User Manual 163 2006 Softline VIP The Global Changes in Work Week screen will be displayed Select the required Number of Days in Work Week from the options listed in the Combo box e g 6 Days Select Y tick the applicable Working Days e g Mon Tue Wed Thu Fri and Sat _ Click on Leave Category in Leave Cie this example and enter the FACT Leave Category Code FACT Select Y tick this option if you want to include employees terminated in the Current Period as well If you click on Continue the changes will be applied On the Leave Days screens of employees in Leave Category FACT the Number of Days in Work Week will be changed to 6 days and the Working Days will be selected as Monday Tuesday Wednesday Thursday Friday and Saturday If you click on Close the screen will close and no changes will be applied 164 Leave User Manual z 2006 Softline VIP Softline VIP Global linking of Leave Category Code The Global linking of Leave Category Code function allows you to globally link all employees in the company or a specific group of employees in the company e g
20. employees belonging to a particular Department Category Pay Point Job Grade Leave Catergory Payslip Display Code Ethnic Group Country 1 Country 2 Security Clearance Religion or Bloodgroup to a Leave Category Code Example All employees in the Operations Department must be linked to Leave Category FACT Solution Accessing Global linking of Leave Category Code Click on Leave Click on Global Leave Activation Click on Global linking of Leave Category Code You will be informed that by selecting this option the Leave Entitlement could be altered 2 Lom d v Click on Yes to continue j Leave User Manual 165 3 Softline VIP 2006 Softline VIP The Global Linking of Leave Category Code screen will be displayed Select the required Leave Category Code from the options listed in the Combo box e g FACT Factory Click Department in this Department A example and enter the Department Code OPER BIER dl Select Y tick this option if you want to include employees terminated in the Current Period as well If you click on Continue the changes will be applied All employees in the Operations Department will be linked to Leave Category FACT on their Leave Days screens If you click on Close the screen will close and no changes will be applied 166 Leave User Manual 2006 Softline VIP Softline VIP Purge Leave Tr
21. 0 0 o eee or Simeus 00 oo oon 00 Enter the Routing code here The Routing codes may be entered in UPPERCASE or lower case letters e g enter LD or Id to move to the employee s Leave Days screen j Leave User Manual 31 3 Softl His VIP 2006 Softline VIP If you do not know what the Routing code is click on the x button in the toolbar at the top of the screen to display the Routing codes The Routing Help screen shows the codes which can be used to move between an employee s screens Payroll HRM Equity Skills ESS Two Index tabs are displayed at the top of the screen Payroll Options Memos System Definitions Basic Employee Info a Payslip Screen xs Calculation Screen TOT Company Totals COST Cost Centre Screen MIS Employee Miscellaneous S GCAL General Recalculation HRS Hours Screen INC Increase Screen MC Link Employee to Methods E List by Earning Deduction OM Computex OMX Dataway Compass i OWN Own Screen CC Company Contributions SW Shifts Worked Screen TAX Tax Screen SC Salary Cost Screen PT Perks Taxable value Memo Screen MOC Define Methods XD Anniversary Date Any Memo Birthday Bonus Activation Del Leave Cycle Date Hours Definitions Medical Aid Date Own Memo Date Pension Date You may click on the Routing IC Industrial Council SE Sentinel MEPF code of the screen you wan
22. 1 Country 2 Security Clearance Religion or Bloodgroup Example The Leave Carried Forward Value has been adjusted on the Leave Control screen for Line 05 Annual2 Apply this change globally for all employees Solution Accessing Global Activation of Leave Line Changes Click on Leave Click on Global Leave Activation Click on Leave Line Changes Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar um Global Leave Activation gt Leave Methods of Calculation Leave Recalculation Li Type Descriptions SRE ae Leave Line Changes Leave Reasons iS CHEESE Global Leave Transactions Global changes for Work Week Leave Batches gt Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports 158 Leave User Manual Softline VIP 2006 Softline VIP The Global Change to Leave Lines screen will be displayed Select the required Leave Line from the options listed in the Combo box e g 05 Annual2 Select the required field 05 Annual to which the changes Fl must be applied e g Carry Forward Value Carry Forward Value 05 Annual2 Carry Forward Value All Employees zi All Employees Category Pay Point Department Job Grade Leave Catego Lal Click on All Employees in this example Sel
23. 24XS Screen Yes Monthly 1 Cond sd No 5 25 Hours Report Yes Monthly 1 Cond sd No 5 26 Batch Trans Listing No jMonthly 1 Cond sd No 5 z Help Click on Help for a listing of all the selection codes for types of Memos Tax Statuses Employee Statuses Pay Methods etc NXT This option is used to check all available Real Numbers for all companies within a specific Group Click on NXT select the required Group and view the Real Numbers available in all companies Rn co s This option is used to check if the Real Number of a specific Report exists within a Group of companies Click on the required Report then click on Rn co s select the Group and check if the Real Number of the selected Report exists in all companies in the Group Hard Coded Reports cannot be copied to another line but may be moved to another line using the CS Change Sequence option Hard Coded Reports have 99 Detail lines per employee on the Report Control Line 176 Leave User Manual oftline VIP 2006 Softline VIP 3 Options at the Bottom of the Reports Menu Print Cheques Print Click on the Report you want to print then click on Print Print Click on Print to print all t
24. 9 yr 5 mth Excl Curr Period Working Days Mon v Tue v Wed Thu v Leave Start Date 9 yr 5 mth Excl Curr Period Fri Y Sat Suf Leave Category afa ALL Option Explanation Number of Days in Work Week This information enables the system to automatically calculate the number of Leave Days Taken when a Leave Transaction is entered on the Transactions screen The number of days displayed here defaults from the Leave Control screen but may be altered for an employee if necessary Click on the down arrow to select the number of workdays in the week from the list displayed in the Combo box e g 5 Days for 5 Workdays When the Calendar Days field on the Leave Lines screen is set to Y Yes this option will be ignored See Options on the Leave Lines screen from page 44 for more information Working Days The Working Days on this screen defaults from the Leave Control screen where you have specified the applicable Days but may be altered for an employee if necessary In the Tick box next to each field select Y tick the applicable Working Days if it is to be different from the default Working Days The number of days selected must however match the number of days selected in Number of Days in Work Week explained above Engaged The employee s Date Engaged from the Basic Employee Information screen IS is displayed in this field and cannot be changed here The number of years and months in service exclud
25. Holiday 2 You will be prompted to enter the required date 3 Click on the required date or enter the date in the field provided e g 20060427 4 The Public Holiday will be displayed in blue on the Calendar 70 Leave User Manual ftline VIP 2006 Softline VIP Softline Leave Codes and Descriptions Various Leave Codes and Descriptions may be defined namely e Leave Type Descriptions e Leave Reason Codes and e Leave Category Codes Leave Type Codes Leave Type Codes and Descriptions are defined on the Leave Type Codes screen The four Statutory Leave Types will have the following default Leave Type Codes Annual Leave A Sick Leave S Maternity Leave M Family Responsibility Leave F Lower case letters are used for user defined Leave Lines e g s for Study Leave After Leave Type Codes have been defined they are entered on the Leave Control screen for each Leave Line One Leave Type may be used more than once e g A for Annual Leave on Line 01 and A for Annual Leave on Line 16 See Options on the Leave Lines screen from page 44 for more information When entering Leave Transactions all Leave Lines with the same Type will be displayed See Entering a new Leave Transaction from page 103 for more information Entered or Imported Leave Transactions can be allocated automatically in a Sequence Number order per Leave Type During the input and or import of Leave Transactions the system will take the Transacti
26. Payment for work done Payment to enable employee to work Included Excluded Salary Reimbursive Travel Overtime Pension Company Contribution Company Car In this example Overtime is part of Remuneration The problem arising from this situation in practice is that Overtime is an amount that varies from Pay Period to Pay Period so you need to have a way of deciding on a standard amount to include in Remuneration For Income of a varying nature the BCEA states that you can include an average amount for Remuneration This average will calculate using the amounts from the previous 13 weeks or in a monthly company 3 months The BCEA does however state that if an employee receives an amount from the employer over the period for which the Remuneration needs to be calculated such an amount does not have to be included again in the Remuneration paid For example if an employee takes Leave for a period of 2 weeks he she would have been paid a full Travel allowance for the month irrespective of whether this person went on Leave or not Such an allowance will then not have to be included in the Remuneration calculated to compensate the employee for the Leave Taken Leave User Manual 21 3 Softline VIP O 2006 Softline VIP 22 Leave User Manual 2006 Softline VIP Softline VIP D Softline VIP Chapter 3 Where to go and what to do In this Chapter Finding your way around Leave Administration Leave
27. Positions List Click on List if you want to see more detail about the Reports Example Rep Report Auto When to No of Print Report Security No Name Print Print Copies Mode Sorted Level 01 Financi No Monthly 1 Cond sd No 5 No Monthly 1 Cond sd No 5 03Recon tion Yes Monthly 1 Cond sd No 5 4Earn Ded by Method No Monthly 1 Cond sd No 5 5 Earn Ded Listing No Monthly 1 Cond sd No 5 x 06 Payroll Register Yes Monthly 1 Cond sd No 5 This screen is 07 Variance Report Yes Monthly 1 Cond sd No 5 d I I 08 Coinage R50 No Monthly 1 Cond sd No 5 03 Bank Deposit List Yes Monthly 1 Cond sd Yes 5 SH ay on y t 10 Remuneration List Yes Monthly 1 Cond sd Yes 5 11 Forced Early List Yes Monthly 1 Cond sd No 5 an you canno 12Earn Cost Analysis Yes Monthly 1 Cond sd No i j 13 Deduction Analysis Yes Monthly 1 Cond sd No 5 pri nt from this 14 Cost Centre Standard No Monthly 1 Cond sd No 5 Screen 15 Summary by Dept No Monthly 1 Cond sd Yes 5 16 Summary by Dept YTD Yes Monthly 1 Cond sd Yes 5 1712 Months Report No Monthly 1 Cond sd No 5 18 Negative Non RFI No Monthly 1 Cond sd No 5 19 Limits For Pens 4 RA No Monthly 1 Cond sd No 5 20 Private RA Report No Monthly 1 Cond sd No 5 21 Adjust to Tax Deduct No Monthly 1 Cond sd No 5 220 wn Screen Report No Monthly 1 Cond sd No 5 23 Own Ytd No Monthly a Cond sd No 5
28. S ii aaa 4 System Generated Transactions screen sisi 101 T TOOL TIPS EE 51 98 Toolbar DUTIONS ecu coiere AN he ones eere de da tea ages ace Dna ex aei ee see Cane ands aec va Let dis ae sue en 33 Transactions SCreen teer eec eere ov oed YE eoe a iia 99 U Unallocated Leave ka eene At dt adas 107 LE AE SR EE A Aia 45 Update Batch RUMP ATT ATA ESET 134 141 V Validate Reference NUM DE S 2 2 erae coo re a Pes na vea eoa adea a dida do nina vA SER Fe E Ee ce 42 MEETS MULT 47 Verify Batch oi eer nn rende ecc abide eec aed day ate Ped eu decente ea Rua d c ru tee 134 139 W MAC 15 Wheti to AlloCate cc feti d suit ote ee A nn codd do D eO ETUR Reste 58 Working Days 5 endo eere ingerere px et nent int ee eR Eie M eT eee ca Ses Crea RA iR AREE 39 50 93 214 Leave User Manual 3 Softline VIP 2006 Softline VIP
29. The following message will be displayed Click on Yes for the selected Transactions to be deleted Click on Nol if you want to make changes to the selections The following message will be displayed O j Leave User Manual 169 3 Softl mg VIP 2006 Softline VIP 170 Leave User Manual i 2006 Softline VIP 3 Softline VIP D Softline VIP Chapter 7 Leave Reports In this Chapter Reports Menu Overview e SO Leave Reports Printing Reports Exporting Importing Reports kS DG 2 Softline VIP Leave User Manual 171 2006 Softline VIP 172 Leave User Manual i 2006 Softline VIP 3 Softline VIP Leave Reports Reports Menus Overview Three Reports Menus are available in VIP Premier namely e Reports 1 100 e Reports 101 200 and e Reports 201 300 On the Reports 1 100 Menu all Standard Payroll Reports are found On the Reports 101 200 Menu all Standard Leave Reports are found Four Standard Leave Reports are incorporated in the Leave Administration Module namely the Leave by Months Report the Leave Transaction Report the Leave Summary Report and the Leave Batch Transaction List Q If you are licenced for the Personnel History and or Job Management Modules the Standard Personnel History and Job Mangement Reports are found on this Menu as well The Reports 201 300 Menu is only available
30. VIP General Information You should familiarise yourself with the information discussed in this chapter as you may need to use this information from time to time The following general topics are discussed here namely e Backup and Restore e Rebuild File Index and e Access Control Backup and Restore Backup Options Backups must be taken at least once every Processing Period If the current data becomes corrupted or if you want to return to a Previous Period a Backup is the only way to retrieve this information Data can become corrupted as a result of computer viruses hardware problems such as a damaged hard disk or power failures while working on VIP Tax Year end Backups must be kept for at least five years There are three Backup Options Backup Options What is backed up When to use this Option Data for this Company Only data Files of the Use for regular Backups company in which you are This option is ideal for keeping currently working in separate Backups of separate companies Data for All Companies Data Files for all your Use for regular Backups companies in your VIP This option is ideal for keeping directory Backups for all companies together Data Files and Programs All Data and Program Files Essential before and after loading Updates Enhancements and at Tax Year end 3 Softline VIP Leave User Manual 203 2006 Softline VIP It is recommended that you keep at
31. VIP Leave User Manual 167 2006 Softline VIP The Purge Leave Transaction screen will be displayed ALL All Transactions NONE No Generated Transactions ADJ System Generated Transactions If you click on the button the following screen will be displayed Here you may select the Leave Line s that you want to purge e g Line 02 for Sick Leave Select a specific line by clicking on the line The N No indicator on that line will be changed to Y Yes If you want to include all Leave Lines click on the Select All button at the bottom of the List box All lines will be changed to Y Yes 168 Leave User Manual 2006 Softline VIP Softline VIP The selected Lines will be displayed e g 02 for Sick Leave Select the required Date Range e g from 01 01 2000 to 31 12 2002 Enter the required Date Range by using the Date Lookup Calendar Please note that the Date Range must be greater than a year from the Current Date Select the required Transactions to be deleted e g ALL All Transactions ALL All Transactions NONE No Generated Transactions Select one of the Standard default System Generated Transactions E i i GLB Global Generated Transactions options Available options are Payslip Generated Transactions ALL NONE ADJ GLB PSG POL and Paid out Leave Deleted Transactions DEL Click on Continuel
32. applications or provide you with additional information This button accesses the Calculator 2 x The Routing Help screen is accessed when you click on this button This button opens MS Word This button opens MS Excel bi M E m a This button allows you to make a screen print of the screen you are working on of Leave User Manual ftline VIP 2006 Softline VIP Softline D Softline VIP Chapter 4 Leave Parameters In this Chapter Defining Leave Parameters o Leave Days Control screen o Leave Entitlement Methods of Calculation o VIP Calendar Leave Codes and Descriptions Softline VIP 35 Leave User Manual 2006 Softline VIP 36 Leave User Manual 2006 Softline VIP Softline VIP Defining Leave Parameters Leave Days Control screen The Leave Days Control screen is used to define the Leave Parameters for a particular VIP company The Leave Parameters for the four standard Leave Types according to the Basic Conditions of Employment Act BCEA are defined on the Leave Control screen The Leave Control screen defaults to the minimum Leave requirements but may be altered according to Company Policy if necessary Up to 30 different Leave Lines may be set up on this screen where the first four Leave Lines default to the four standard Leave Types namely Annual Leave Sick Leave Maternity Leave and Family Responsibility Leave when you start using the VIP Leave Admini
33. areas are listed with page indicators for ease of use ine VIP Leave User Manual 25 3i 2006 Softline VIP Premier Leave Administration Reference map Leave Administration Module Leave Parameters p 37 Employee Leave Input p 91 Leave Control screen p 37 Employee Leave Days screen p 91 Payslip screen Input p 120 Leave Batch Input p 125 Leave Entitlement Methods of Calculation p 54 VIP Leave Calendar p 68 Leave Codes and Descriptions p 71 New Batch p 126 Verify Batch p 139 Update Batch p 141 List Batches p 137 e Leave Type Codes p 71 e Leave Reason Codes p 74 e Leave Category Codes p 79 Print Batches p 138 Importing Leave Batches p 143 Global Leave Activation p 151 Leave Methods of Calculation Leave Pay Functions p 145 p 152 Leave Recalculation p 156 Leave Line Changes p 158 Global Leave Transactions p 160 Global changes for Work Week Leave Pay Validation p 147 p 163 Global linking of Leave Category Code p 165 Purge Leave Transactions ROSE 7167 eave Reports pri p 173 Global Leave Pay Activation p 145 26 Leave User Manual ftline VIP 2006 Softline VIP Softline Accessing the VIP Premier System To access the VIP Premier System double click on the VIP Premier icon on your desktop VEA VIP
34. be Pro rated See Options on the Leave Lines screen from page 44 for more information Two options are available but only one option can be selected If the employee was employed before the 15 he should get the full entitlement but if he was employed after the 15 no entitlement should be made or alternatively the employee s entitlement can be calculated as the monthly entitlement divided by the number of calendar days multiplied by the number of days worked 62 Leave User Manual i 2006 Softline VIP 9 Softline VIP Option 1 Full Cycle or Period Entitlement divided by x and multiplied by y as indicated in the Divided by and Multiplied by fields e g 1 6667 Entitlement 31 Calendar Days x 18 Days in Service Option 2 If working days are more than specified days see If Calendar Days are less than field below Leave Entitlement may be allocated in full If Calendar days are less than the specified days then two options are avalaible for Leave allocation e g allocate Half of the entitlement days 1 6667 2 for the period or allocate None OPTION 1 Plus Entitlement Value The system calculates this Value automatically In this example an Entitlement Value of 1 6667 is used e g 20 days 12 months 1 6667 Divided by The following options are available e Calendar Days in Month CIM e Working Days in Month DIM e Hours from HRS screen HRxx e Total Number of Lea
35. e g Planned Leave 2006 02 01 2006 02 09 and Number of Days 7 7 This Split Transaction is created and displayed on the Transactions screen U52 Leave Demo Co afal c xl Emme um Mines Type Description From Date A Annual 2006 02 01 A Annual 2006 01 30 Employee Control Transactions System Generated Transactions Taken Code Reason Note Reference No Comment Leave Days Screen 7 000 2 000 Information to take note of e Two Transactions are displayed for this Split Transaction e The indicates that this Transaction has been split over more than one Pay Period e The Split Units are shown next to each Leave Line e g 7 for Annuall The Planned Transaction and 2 for Annuali The Current Transaction Softline VIP Leave User Manual 115 2006 Softline VIP 8 The Employee Control screen after the Transaction Leave Days Screen The 2 days for the Current Leave h Ent Cyc Date History Limit e Allocated Taken ue End Planned TH Transaction is displayed in the Taken column The 7 days for 2008 01 01 00000 1000 Sy 200 0 01 0000 00 the Planned Transaction is aooo Qu displayed in the Planned 2007 01 01 0 0000 100 0 2007 01 01 0 0000 100 0 column Information to take note of e Leave Due at End for Line 01 Annuali 1 3334 after the Transaction has been created 2 days have been
36. from page 91 for more information about Leave Input on the Employee Leave Days screen D Softiine VIP Leave User Manual O 2006 Softline VIP 67 VIP Leave Calendar When you enter a Leave Transaction for an employee a graphic representation of the period s for which the employee will be on Leave is displayed on the Calendar For more information see Entering a new Leave Transaction from page 103 The Calendar displays six months at a time You may select to view selected years and use the arrow buttons on this screen to move between months The Calendar allows you to define which days are considered as Public Holidays so that these days are not included in the calculation of the Leave Days Taken when you enter Leave Transactions for the employees The Public Holidays are displayed in blue on the Calendar A It is your responsibility to revise Public Holidays every year in January The Calendar may be displayed for previous current and future years Accessing the VIP Calendar Clickon Leave Clickon Calendar Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods E Global Leave Activation Leave Type Descriptions Leave Reasons Leave Categories Leave Batches gt Global Leave Pay Activation Leave Pay Validation Reports 68 Leave User Manual tli ine VIP 2006 Softline VIP Softline
37. i Leave User Manual 89 3 Softline VIP O 2006 Softline VIP 90 Leave User Manual 2006 Softline VIP 3 Softline VIP Employee Leave Input Leave input can be done in various ways and will always be consolidated on the Employee Leave Days screen Input can be done directly on the Employee Leave Days screen via Leave Batches via the Import of Leave Batches when entering certain information such as Leave Pay directly on the Payslip screen and globally Employee Leave Days screen Each employee has a Leave Days screen LD where Leave Days Taken is entered The four standard Leave Types according to the Basic Conditions of Employment Act and any other Leave Lines which have been defined on the Leave Control screen are shown on each employee s Leave Days screen On this screen there are three Index tabs indicating that there are three different screens on which input can be done namely e The Employee Control screen e The Transactions screen and e The System Generated Transactions screen General information such as Leave Entitlement Leave Cyde information Leave History Leave Brought Forward Allocated Leave Taken in the Current Period Leave to be Carried Forward at the End of the Period and Planned Leave is displayed on the Employee Control screen Details of all Leave Transactions are displayed on the Transactions screen Accessing the Employee Leave Days screen Click on Leave Click on Employee Leave Information
38. least three sets of period end Backups at all times for example if the Current Processing Period is in July it is recommended to have Backups available for June May and April For wage companies also have a Backup for each week and one for month end If you make use of stiffy disks for Backup purposes make sure that you have enough disks formatted before you start your Backup Do not use the same disks over and over Use different disks for each Backup set When using stiffy disks or CD s as Backup medium label the disks with the following information e Companies included in the Backup or state if it is a Full System Backup e Processing Date of the company or companies as well as the actual date that the Backup was taken e Release Number of the current VIP Premier System e g Premier 2 2b When backing up to any other medium e g a network drive or the hard drive try to use as much as possible of the above information as a meaningful description for the Backup This makes the Restore routine much easier Making a Backup Accessing the Backup options Click on Utilities Click on Backup Click on the required option e g Data for All Companies Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Start New Period r Data for This Company Restore gt Data for All Companies Format Disks Data Files and Programs Re Index Files Purge History making a Backup for all companies c
39. nennen nnn nnn annia nnn 120 AAA EEEIDPT 15 Leave LINES SCEGOn iiri eet Eee a deca 44 Leave Melina ds 30 Leave Methods iran rU 42 save Methods parameter ici id lidad 54 A a O NO 107 LEAVE Parameters ii Hr Regex toe can dye a tanins dant dou an ena dar REN Res vances EU RE euis 37 beave Pay Validation PEERS EE 147 Leave Reason Codes uiioicacoca italia cove ededid ive iia 74 Leave Recalculation enia aena 156 EZA Lo e E A E RS 178 Leave Start Date ct a T A EA E eR R 94 Leave Summary sem aari eaei A w R 186 LEAVE Transaction Repolt ie ree da e ra a a aa a a a ane Neu HEU NEUES 181 LEAVE Type CodeS eei iaie aa aaa AA aAa policia daaa der re ni genes 71 Licenced Module screen eeeeeeeeieeeeee eee nennen eene nn ennt nennen nnns innu sane nane nnns s nnn 11 BEBE ITINERE EDIDI ELICIT IL 137 M METTE 28 MAKING a BACKUP isi NTE 204 Maternity Leave ceto sent A enue Cactus dh RA Aaa 17 Menu Opt e EE 29 Method ROUNGING eem 62 212 Leave User Manual 3 Softline VIP 2006 Softline VIP Modify the details for a Leave Category Code seen enne nennen enne nnne nnn nnn nnns 87 N Number of Days in Work Week nennen nennen nnn nnn nnns nnne nnn nnne nnns 39 93 O Observation Cycle coco 42 P Password Conti citet ect eee Eom ves e eoe EU sede a ainda ae Ve e geek PREND ia 208 Pay for Annual LIVE io cocinar nd et ent Les EE ere
40. nnne nennen nnne nn nnn nnt nin nnnu su nnn arae nnn sa aane nnn nnn 28 Understanding the Menu Options sise 29 Sub Menu OptIONSs 55 esse are tente en nent aia e 29 Th Leave M ree nana Hr eger Ee oe edges noe e eet eee adr eb nn 30 ROUTING COLES PEE 31 Toolbar buttons 0000 A A AA a A a Eo dci 33 Chapter 4 Leave Parameters Defining Leave Parameters ss esses eene eaae nnns nadar uda ua du una au a 37 Leave Days Control Sr iia cei its liner nan nt oor sr prede CERE uda 37 Options on the General screen eene enne nennen nnne nnn n nnn nnn nnn nnne nnn nn nnns 39 Options on the Leave Lines screen iii nnne nnn nnn annii se ann nn nnn 44 Useful buttons on the Leave Control screen 52 Leave Entitlement Methods of Calculation sine 54 Using Methods of Calculation for Leave Entitlement ss 55 Adding a Leave Entitlement Method of Calculation sis 57 VIP Leave Calendar iii 68 Defining Public Holidays on the VIP Calendar ssssseseeeee Hmm 70 Leave Codes and Descriptions 11eeee iiie eeee nenne nenne nennen nnne nana annm ana n annnm nnn 71 Leave Type CodeS sirni erae ehe cand asian trader nn eser REPETI tas Er Ne Tee tbe cru a RE DR De ERR ET TERRE aida 71 Leave Reason Codes A e Eee ex E eee Eee de a ne dee la era onda ee de RON deu 74 Leave Category CodeS I far fe Die ee 79 Chapter 5 Leave Input Employee Leave Input
41. nnne nnn nnn nnn nnne nn nnn 73 Doctor s Name eset re Tire eae e eren e ewe b doeet etes Due PEE RE Ye ERU STU Rex rere Ebr at 107 E Employee Control screen ccecieecsceescsecsucdeuaccecessnesnscenenceabsbacensdeusdcccudsnscncessuccebesbaseusdeuscccctvessantaal 93 Employee Leave Inp t c n c nre err ege ae 91 Entering a new Leave Transaction eese nennen nnn E nnn nnn nnn 103 Entitlement Calculation eeeee sees eee nennen enne nn nnn nnn nnn nn r nn rra rre arias nua sean anneau nnn 60 Entitlement DSi iii 60 Entitlement Value ion aaa ii cr iaa aida DEL Deis 63 EXCESS Leave ERR 48 Exporting and Importing Reports nenne nennen nennen nnn nnn nnn nnn nnn nnn nnne nnns 198 F Family Responsibility Leave eene enne nennen nnne nennen nnn nennen nnn nn aaia nnns 18 Finding your way around the Leave Administration Module eee 25 G General Screen me its nee A ake eal 39 Generated E 184 Global changes for Work Week taie inueniri odes ek erue e viu nica nana ce RE RR E Ped a Re RR ERR ed daadaa RR Edna 163 Global L ave ActiVation 2 eios et ee ee ote ense tir Ee dre anrea een RE Ea YR ERR RR RF ES RR e EY YR ERO dead 151 Global Leave Lines Changgs esi pedes hein eter eern edeunsdesdunena ee eenetet eeni ed ee 158 Global Leave Pay activation esee nennen nennen nnn narra nr nn nu san en ananas anna nn 145 Global Lea
42. of Batches Any errors encountered while updating and importing the Batches will automatically appear on an Audit print out The Batch Import process will not be interrupted at each error encountered If you have selected the Allow Overlapping Dates on Batches on the Leave Control screen overlapping dates are allowed and no warning message is given if the No Warning option has been selected If the Warning option has been selected an Audit Report will be printed indicating all employees with overlapping dates and you may continue with the Import procedure If the Stop option has been selected an Audit Report will be printed indicating all employees with overlapping dates The information for these employees will not be imported updated The conditions for Split Transactions as explained on pages 40 50 and 118 are applicable for Importing Batches as well 144 Leave User Manual Softline VIP 2006 Softline VIP 3 Leave Pay Functions Global Leave Pay activation This option is generally used in weekly paid companies where many or all employees go on Leave at the same time e g an annual shut down situation You may globally activate Leave Pay for all employees or employees in a selected Department Pay Point Category or Job Grade Take a Backup before activating Leave Pay globally When Leave Pay is activated globally the selected employees are placed on Leave Pay in the Current Processing Period Employees whose services have
43. the Amount column of the relevant Earning Line e g Sick Pay on Line 11 2 Select the required Method Number e g 1 Sick wo foo OE 7 em i Leave User Manual 121 3 Softl iv VIP 2006 Softline VIP 3 The Leave Calendar will be displayed Enter the Start and End Dates of the Transaction 163 TYE Weekly Leave Calendar 26 02 2006 52 of 52 The selected days will be highlighted in blue 22 23 and 24 February Click on Yes if the dates entered are correct BE DS ps a 19 20 21 22 23 24 25 5177 gt Eo NNI ES E ER ES E RE 4 The Confirmation screen will be displayed S Sick Leave 2270272006 2470272006 You may change the number of Days in this field if required 3 0000 Click on OK to continue a Leave User Manual 2006 Softline VIP Softline VIP 5 The Leave Transaction screen will be displayed This is the same Leave Transaction screen as the one that is displayed when entering a Leave Transaction via the employee s Leave Days screen Complete all relevant information on this screen then click on OK Dr L Armstrong 2234 67 6 The selected Units Days and calculated value will be displayed sick Eom foo mi Click on Closel i Leave User Manual 123 3 Softl mg VIP 2006 Softline VIP 7 1 The calculate
44. the employee is under observation will be displayed on his Leave Days screen 051 Leave Demo Co Leave Days Screen up 4 gt J cf x 62 02 00 ae The red message will remain Employee Control Transactions System Generated Transactions Cinder observation 10 Week RUN on this screen until the Type Description From Date ToDate Fist Taken Code Reason Observation Cycle ends or if Sick Leave 2006 02 24 2006 02 24 Fr 1 0000 FLU Influenza N 464756888 se Sick Leave 2006 02 16 2006 02 16 Thu 1 0000 HEA Headache 23454677 a medical certificate sick Sick Leave 2006 01 19 2006 01 19 Thu 1 0000 FLU Influenza N 45356756 Sick Leave 2003 06 05 2003 06 06 Thu 20000GAS Gastro 000789 note is received for one of Annual 2002 12 09 2002 12 13 Mon 5 0009 ANN Annual ji Sick Leave 2002 08 05 2002 08 07 Mon 3 0000 FLU Influenza Y 000985 the Transactions that Sport 2001 09 09 2001 09 10 Sun 1 0000FB Football 0 activated the 8 week Rule Annual 2000 05 01 2000 05 05 Mon 5000QANN Annual 0 Sick Leave 2000 04 20 2000 04 22 Thu 2 0000GAS Gastro 0000300 Sick Leave 2000 03 01 2000 03 01 1 0000 HEA Headache 0000270 z 0 c0 Y cr to gt 60 Co Co Ch i Leave User Manual 119 3 Softline VIP O 2006 Softline VIP Leave Input on the Payslip screen Leave Input may be done directly on the Payslip screen When entering an Earning for ex
45. working in the Leave Administration Module Toolbar buttons on the left hand side of the screen MI T om T6 Nfx s These buttons allow you to move to the same screen for different employees To use Routing codes instead type the code in the Routing box at the bottom of the screen and press Enter Below is an explanation of each Toolbar button and related Routing code A or F First Employee on file This will always take you to the first employee on file A or Previous Employee This option will take you back one employee EJ or Next Engaged Employee Moves to the next employee who is still in the service of the company El Or Next Engaged or Terminated Employee Moves to the next engaged or terminated employee on file EN Or Next Terminated Employee This option will show employees terminated in Previous Periods as well E or C Next Changed Employee The next changed employee whose information has been changed in the Current Processing Period N or N Next New Employee Moves to the next new employee on file in the Current Processing Period i Leave User Manual 33 3 Softline VIP O 2006 Softline VIP X or X Next Terminated Employee Moves to the next terminated employee N A or NG Next Employee with Negative Pay Moves to the next employee on file with a negative pay in the Current Processing Period Toolbar buttons in the centre of the screen S These buttons open external
46. 0 u 0 0000 0 0000 0 0000 0 0000 0 0000 a E Close Routing I i New Tm View Option Explanation Description The descriptive name of the Leave Type as defined on the Leave Control screen is displayed CD This field indicates whether Calendar Days or Working Days are Calendar Days to be used for the particular Leave Line and defaults from the Leave Control screen Click in this column on the particular Leave Line to specify YzYes or N No should it be different to the default When the field is set to Y2 Yes Calendar Days will be used Meth If the employee is linked to a Method of Calculation for a Method particular Leave Line the method number to which the employee is linked will be displayed in this field e g 4 for method number 4 When you click in this field a list of pre defined Methods of Calculation will be displayed See Leave Entitlement Methods of Calculation on page 54 for more information about defining Leave Entitlement Methods of Calculation Softline VIP Leave User Manual 95 2006 Softline VIP Ent Entitlement If the employee is linked to a Method of Calculation for a particular Leave Line the Value that the employee is entitled to according to the method will be displayed If the Entitlement was entered manually i e not via a Method of Calculation on the Leave Control screen that Value will default to this field but may be adjusted if necessary Cyc Date Cycl
47. 02 00 06 Cyc Date History imit faznom 00000 100 orar 0000 war 2006 03 01 0 0000 0 0000 2006 03 01 0 0000 100 0 2006 03 01 00000 100 0 0 0000 days are available for Line 01 3 6668 days are available for Line 05 and 3 0000 days are available for Line 06 after this Transaction has been created 112 Leave User Manual 2006 Softline VIP D Softiine VIP Example 3 An employee wants to take 9 days Annual Leave from 2006 01 30 to 2006 02 09 Solution Information to take note of e The Current Processing Period End Date is 2006 01 31 e Three Annual Leave Lines are in use in this company e g Annuali for BCEA Annual Leave Annual2 for Additional Leave and Annual3 for Accrued Annual Leave e Allocation of Transactions across Pay Periods has been set to Split on the Leave Control screen See Allocation of Transactions across Pay Periods on page 40 for more information e The Transaction overlaps over more than one Pay Period e g January and February e A Split Transaction across Pay Periods will thus be created one Current Transaction for 2006 01 30 to 2006 01 31 and one Planned Transaction for 2006 02 01 to 2006 02 09 1 The Employee Control screen before the Transaction Leave Days Screen LID oM A bio PELAS LE a RTE en Three Annual Leave Lines are in 2002 01 01 0 0000 100 0 E T 2009 01 01 0 0000 100 0 use in this company 3 3334 days 3 am oomd o ar
48. 06 Softline VIP 3 Allocate by Earning Method LTx A financial Leave Transaction will be created and the Value will be updated to the Payslip screen Leave will be allocated according to the Leave Type LTx as specified in the Earning Method of Calculation X denotes the Leave Type e g A for Annual Leave Example Earning Method gf o LvePaid el LTA Earning Method of Calculation 1 LTA is set up on Earning Line 07 LvePaid Default Batch employee should you want the system to display warning If you select Y tick this option information from the previous employee will default for the next employee during Batch Input The default information may be changed if required You will have to enter through all default fields for each messages for overlapping Leave Transactions or for the validation of Reference Numbers to be performed Softline VIP Leave User Manual 129 2006 Softline VIP The Batch Transaction Entry screen Example Batch Input is done using the option Allocate by Leave Type Split and is captured for All Active Employees in the Current Processing Period The Employee List is to display in Employee Code order The Default Batch option is selected Solution Steps to follow when doing Leave Batch Input 1 Leave Batch Input is done on the Leave Batch Transaction screen 2 Employee Input is entered in the Enter Transaction area in the centre of t
49. 11 of 12 A list of existing pre defined Methods of Calculation for the selected Leave Line will be displayed When you set up Methods of Calculation for the first time this screen will be blank Enter the required Method Number in the Entry Field at the bottom of this screen e g enter 4 to add Method Number 04 for Annual Leave Q Method Numbers allow for 2 characters and any entries from 01 to 99 are allowed i Leave User Manual 57 3 Softl mg VIP 2006 Softline VIP The Leave Entitlement Method screen will be displayed Fields on this screen Option Explanation When to Allocate This field is used to specify whether the Leave should accrue at the Start or End of the Cycle Period or during Input and defaults from the existing When column on the Leave Lines screen The available options are e Start of Cycle SoC e End of Cycle EoC e Start of Period Month SoM e End of Period Month EoM and e Input Based Example Stat of Month z oo 58 Leave User Manual i 2006 Softline VIP Softline VIP If the Start of Cycle SoC option is selected the Conditions for Calculation of Pro Rata Leave field at the bottom of the screen changes to make provision for the pro rata of Leave for New Employees in the Current Processing Period Please note that the Cycle Date on the Leave Lines screen must be set up as a Fixed Cycle Date for this option to function correctl
50. Administration map Accessing VIP Premier 4 The Leave Menu Routing Codes and Toolbar buttons 3 Softline VIP Leave User Manual 23 2006 Softline VIP 24 Leave User Manual 2006 Softline VIP Softline VIP Finding your way around the Leave Administration Module This User Manual has been designed in such a way that it will guide you through all the fundamental steps for successful Leave Administration For practical purposes Leave Administration in VIP Premier can be divided into the following areas Leave Parameters Leave Control screen Leave Entitlement Methods of Calculation Leave Calendar Leave Codes and Descriptions Leave Type Codes Leave Reason Codes and Descriptions Leave Category Codes Global Leave Activation Leave Methods of Calculation Leave Recalculation Leave Line Changes Global Leave Transactions Global changes for Work Week Global linking of Leave Category Code Purge Leave Transactions e Leave Input Employee Leave Days screen Payslip screen Input e Leave Batch Input e Leave Pay Functions e Leave Reports a D D D D D D D gt e LA fe fe LA fe e LA The Premier Leave Administration Reference map has been specially designed to assist you in effortlessly finding all the information you need about Leave Administration On this Reference map which can be found on the next page all of the above mentioned
51. Co Leave Calendar 2006 01 31 11 of 12 A summary of the entered gt information will be displayed at the top of the screen The selected days will be highlighted in blue e g 16 to 25 January Working Days only Click on es if the dates entered DOOL ee I sa 01 T are correct o3 04 os os Mor Mfes 09 De p s 8 8 EXACT 5 The Confirmation screen will be displayed Click on OK 6 The information on the left hand side of the screen is displayed automatically You need to complete the information on the right hand side of the screen if required Three Annual Leave Lines are displayed Units are allocated according to Leave Line availability and the Sequence Number Order if specified on the Leave Control screen The total number of Leave Taken equals 8 0000 Days seid Leave User Manual 2006 Softline VIP Softline VIP Explanation of fields on the left hand side of the screen Line In this example there are three Annual Leave Lines with Leave Type A Annual Leave Available In this example 6 6668 days are available for Leave Line 01 Annual1 5 0000 days are available for Leave Line 05 Annual2 and 3 0000 days are available for Leave Line 06 Annual3 Units In this example there is more than one Leave Line with the same Leave Type and therefore the Units are split into different Values for the various Leav
52. Code Screen Hours Screen Memo Screen Cost Centre Screen Miscellaneous Screen Maintain Batch Layouts Batch Entry Import Batch Verify Batch Update Rate of Pay Changes Full D 9 9 9 D 9 9 9 View e ere e e ee e e e e e e Leave Transactions Leave Definitions Package Definitions Package History Employee Leave Control Employee Lve Work Week Access to the Leave Reports must be defined on the Advanced Page 2 Index tab Here you must specify the level of access to the 2 Reports Menu Report Maintenance 2nd 100 Report Print Level 2nd 100 Softline VIP Leave User Manual 2006 Softline VIP 209 Index A Access Control oisi eot ti mener ai tan 208 ACCESS nct 208 Accessing the VIP Premier System iret eerta saepe aen ea ii 27 Accrue when on Maternity Leave nennen enne nnne nenne nenne nennen rnnt nnne nnne nena rana nnns nn nnn 43 Adding a Leave Category Code T 85 Adding a Leave Entitlement Method of Calculation ss 57 Adding a new Leave Reason Code eee 76 Adding or Changing a Leave Type Description 73 Allocation of Transactions across Pay Periods enne nnn nenne nnn 40 Allow changes to Leave Transactions 39 Allow Overlapping Dates on Batches iii 41 Annual Le RI
53. Doctor Practice No Comment Sick Hours 08 06 2005 08 06 2005 Wed 5000 DENT Dentist 12118 Y Sick Hours 29 06 2005 29 06 2005 Wed 6250 DENT Dentist 12117 Y Root Canal Sick Leave 01 02 2006 03 02 2006 Wed 3 0000 OP Operation 8646768 Y Dr P Moloi 324456346 Tonsils Employee Code 004 Employee Name Mr L Lepelo Department ADM Paypoint CPT Category GS Lve Cat ALL RSC 01 Job Grade B Job Title CL Description FROM TO Day Taken Code Reason Ref No C S Note Doctor Practice No Comment Family 07 04 2005 08 04 2005 Thu 2 0000 DEA Death 2547899 N Father Sick Leave 21 06 2005 22 06 2005 Tue 2 0000 FLU Influenza 65678900 N Employee Code 006 Employee Name Mr T Khambule Department PROD Paypoint JHB Category SM Lve Cat FACT RSC 01 Job Grade E Job Title FLR Description FROM TO Day Taken Code Reason Ref No C S Note Doctor Practice No Comment Sick Leave 22 06 2005 23 06 2005 Wed 2 0000 OP Operation 456969758 Y Dr M Mbeki 3214432534 Sick Leave 20 09 2005 21 09 2005 Tue 2 0000 TON Tonsilitis 475786784 Y Sick Leave 26 01 2006 26 01 2006 Thu 1 0000 FLU Influenza 356F7746A N No sick note Sick Leave 03 03 2006 03 03 2006 Fri 1 0000 NN No Reason 3697980 N No sick note Employee Code 007 Employee Name Mr P Loots Department ADM Paypoint JHB Category JM Lve Cat ALL RSC 01 Job Grade D Job Title HR Description FROM TO Day Taken Code Reason Ref No C S Note Doctor Practice No Comment Family 21 07 2005 21 07 2005 Thu 1 0000 BIRT Birth 345876 Y Bab
54. IP 3 bado Update Batch Only update a Batch once you are sure that the input is correct The input will then automatically be updated to the employees Leave Days screen and or Payslips according to the selections made during Batch Input Updating a Batch Clickon Leave Clickon Leave Batches Click on Update Batch The List of Batches to be updated will be displayed 2005 11 25 11 of 12 Leave 2006 05 09 2005 11 25 11 of 12 Y Leave 2006 01713 2005 12 01 11 of 12 2005 12 05 11 of 12 Leave 2006 01719 i Leave User Manual 141 3 Softl mg VIP 2006 Softline VIP There are two options available when updating a Batch 1 Select the required Batch to update and click on Update e Confirm that this is the correct Batch to update e A message will be displayed confirming that the Batch has been updated successfully CES 2 Select to update a Range of Batches e Click on the Range of Batches button e The Range of Batches to Update screen will be displayed e Accept the default selection or re enter the numbers of the Batches to be updated e Confirm that these are the correct Batches to be updated e ASummary of the range of Batches updated will be displayed e Select the required printer options and the Audit file will be printed The Audit file will indicate if any errors were encountered when trying to update the Batch
55. Lines Transactions has been specified the allocation will be performed in Sequence Number order per Leave Type See Seq Sequence on page 50 for more information If a Sequence Number order for the automatic allocation of Leave Days or Working Days have been selected For example 2 Units will be allocated if a Transaction is entered from Monday to Friday and Working Days have been selected but 4 Units will be allocated if Calendar Days have been selected a The Units allocated may also depend on whether Calendar This field is calculated automatically but may be changed if required If you change the Units field and there is a difference between the Units field and the Leave Taken field the difference Value will be displayed in the Unallocated field at the bottom of the screen See the field Unallocated below Leave Taken This field displays the number of Leave Days Taken for this Leave Transaction 106 Leave User Manual Softline VIP 2006 Softline VIP 3 Unallocated If you change the Units field and there is a difference between the Units field and the Leave Taken field the difference Value will be displayed in the Unallocated field as shown below Description Available Units E 20 0000 2 0000 Leave Taken Unallocated 4 The difference must be allocated before you can exit from the screen Fields on the right hand side of the screen Leave R
56. N Y N Leave 2006 05 09 0083 4 20 5 11 25 11 of 12 001 Y N Y N Leave 2006 01 13 20g Y N Y N a Y N Y N 905712705 11 of 12 001 Leave 2006 01 19 23 Softline VIP Leave User Manual 125 2006 Softline VIP Leave Batch Entries The 1 step when processing Leave Batches is to enter a New Batch Accessing Leave Batches Click on Leave Click on Leave Batches Click on New Batch E EEE me 126 Leave User Manual D Softiine VIP O 2006 Softline VIP The Batch Transaction Entry Selection screen will be displayed The following options are available for selection e Capture Batch For e Employee Lookup List and e Batch Options Capture Batch For You may select to capture the Batch for all employees active in the Current Processing Period or for employees in a specific Department Pay Point Category or Job Grade or for employees in a specific Leave Category A lookup facility is available when choosing Department Category Pay Point Job Grade or Leave Category A list of pre defined codes will display for the option you have chosen Access the lookup facility by clicking on the next to the required option Once you have made your selection the description will display on screen In the example above Batch Input will be done for all employees in the Leave Category FACT i Leave User Manual 127 3 Softl ms VIP 2006 Softline VIP Employee Lookup List When entering the details
57. OKI 19 Leave User Manual 2006 Softline VIP Softline VIP 6 The information on the left hand side of the screen is displayed automatically You need to complete the information on the right hand side of the screen 052 Leave Demo Co Leave Days Screen 2006 01 31 11 of 12 0K emen Fields on the left hand side of the screen From and To Dates The selected Start and End dates of the Leave Transaction are displayed here These fields are inaccessible as they default from the dates you have selected on the VIP Calendar in Step 4 above Line All Leave Lines with the same Leave Type will be displayed here In this example only Line 02 for Sick Leave is displayed This means that there is only one Leave Line with the Type S for Sick Leave Description The Description of the Leave Line s is displayed here Available This field defaults from the Employee Control screen and indicates the number of Leave days available for each Leave Line displayed on this screen 3 Softline VIP Leave User Manual 105 2006 Softline VIP Units The Value displayed in this field is calculated according to the input done 3 days have been selected on the Leave Calendar for this Transaction therefore a Value of 3 is displayed in this field in this example If there is more than one Leave Line with the same Type this Value will be split into different Values for the various Leave
58. P Accrue when on Maternity Leave If this field is selected Y ticked Leave will accumulate for employees on Maternity Leave If this field is not selected the accumulation Leave will be allocated depending on specific Maternity Leave scenarios as explained below Example If the employee goes on Maternity Leave as of the 1 day of the month e g 01 April no Leave will be accumulated for that month If the employee goes on Maternity Leave in the middle of the month e g 15 April a full month s Leave allocation will be accumulated for that month If the employee s Maternity Leave ends on the last day of the month e g 31 July no Leave will be accumulated for that month If the employee s Maternity Leave ends in the middle of the month e g 15 August a full month s Leave allocation will be accumulated for that month No Leave will however be accumulated for the months for which the employee is on Maternity Leave e g May and June employees who go on or return from Maternity Leave in the Q It is your responsibility to pro rata the Leave Entitlement for middle of the month if required A Maternity Leave indicator on the employee s Leave Days screen will indicate when an employee is on Maternity Leave The 8 week rule for Sick Leave G Where an employee is absent from work without a medical certificate on more than two occasions during an 8 week period the employer will be entitled to withhol
59. SE 15 Apply the 8 week Rule for Sick Leave ner 42 119 B Back p and Restore cari ig 203 Backup OPUS als A aa 203 Basic Conditions of Employment Act eene enne nnne nnne nennen nnn nn nnn n nnne nnns 15 Batch Options o in eror i e ve t da ee ve e doner veu EV oe ev dE Ve dE EE divine rue EV OE Eu E ER ex ER cers 128 Batch Transaction Entry Selection screen sisi 127 C Calculating Leave Period Information eese nennen nennen tnn nnne 97 Calculating Wage and Remuneration iii 20 Calendar PL UC 50 Changing the details for a Leave Reason Code nn 78 Conditions for Calculation of Pro Rata Leave nennen nennen nnne nnn nn nnne nnn 59 Contact Detalls Ass ess rtr tee eerte A cete a 5 Conventions ist dansent een Ye dE oeste Ee cx E ie LE eap EE tre et ele eat niet 6 Conventions used in the VIP Leave Administration Module 7 Conventions used in this Manual rn nnne nnn nennt nnne nen nnn nnn nnn nn 6 Cycle Date EE 47 Cycle End Roundihg eiiis euius ettet santa eheu arb aed Ra REL cdc siciatsesencdensetacauadaxatadsbesccancae 62 210 Leave User Manual 3 Softline VIP 2006 Softline VIP D Definition of REMUNEKAtION ss 2 02 rere rcc nne eder detente rt ment nine d 19 Ibo aeu e 19 Delete Batch tosca nus 134 Deleting a Leave Category Code sienne 87 Deleting a Leave Reason Codes iaka 78 Deleting a Leave Type Description nnne nnn
60. Service This field is used to enter the Service Years Months information e g 5 for 5 years 1 06 for one year and 6 months etc If Years Months in Service Ranges are used the last range must end with 9999 Days Hours This field is used to enter the Leave Entitlement Days e g a Value of 15 in this field means that an employee is entitled to 15 days in the Range of Service Years specified in the preceding Years Months in Service field This means that if an employee has been in service for 1 year he is entitled to 15 Annual Leave Days Link to Line This column is used to indicate the Leave Line to which the entitlement is applicable e g Line 01 for Annual Leave To modify the details for a Leave Category Code Click on the required code then click on Change and make the necessary changes on the Change Leave Category screen Deleting a Leave Category Code Click on the required code then click on Delete to delete a code that is no longer in use Q You will not be able to delete a code which is still being used for any of your employees Softline VIP Leave User Manual 87 2006 Softline VIP 88 Leave User Manual 2006 Softline VIP 3 Softline VIP D Softline VIP Chapter 5 Leave Input In this Chapter 4 Employee Leave Input Leave Input on the Payslip screen Leave Batch Input Leave Pay Functions
61. Tick box is blank it means that the option has not been selected The moment you click in the box the setting is changed and the option has been selected A Y tick mark in the box means that the option has been selected Therefore in the example below the 8 week Rule for Sick Leave must be applied Apply the 8 week Rule for Sick Leave lv Combo box A Combo box is used where you must make a choice from a number of options Click on the arrow to display the possible choices then select the required option by clicking on it If the whole list of options cannot be displayed because of a lack of space there will be a scroll bar on the right Either drag the scroll bar or click on the up or down arrows to see the other options Click on the option you need and it will be placed in the box e g 12 Months as in the example of an Observation Cycle for the 8 week Rule for Sick Leave below Apply the 8 week Rule for Sick Leave Iv Observation Cycle 3 Softline VIP Leave User Manual 7 O 2006 Softline VIP List box List boxes display the various codes that may be selected for a field In this example all the different Leave Lines are listed Leave Lines Annual Sick Leave Family Study Sport Double click on the code you require e g 05 Study Mandatory Fields Cyan a bright light blue colour is the colour used to highlight mandatory fields that must be completed before you w
62. additional 24 days must be allocated in the remainder of the 3 year Cycle For every Cycle thereafter 30 days must be allocated with the 01 Annual Method No 01 Link amp When to Allocate Star of Month Entitlement Days Enter Leave Method of Calculation TANTRA Enter for Leave Category Operators Or Equal Multiple Cycle End Formula 01 Annual Method No 01 Link amp When to Allocate Stan of Month 2 Entitlement Days 0 00 Enter Leave Method of Calculation j A new Payroll Method of Calculation Code is available when setting up Payroll Methods of Calculation This code is not available for use in this field as it applies only to Payroll Methods of Calculation LT Leave Transaction This option is only available once the Enter Leave Transactions during Leave Payment option has been activated ticked on the General Leave Control screen This will allow you to enter Leave Transactions on the Payslip screen by entering Leave Dates and calculating the Value at the same time denotes the Leave Type e g A for Annual Leave and is case sensitive See the section on Methods of Calculation in the Premier User Manual for information about setting up Payroll Methods of Calculation Softline VIP Leave User Manual 61 2006 Softline VIP Cycle End Rounding Select Y tick this field when the full Leave Entitlement Value must be rounded up in the last period week mont
63. additional Comments if required Up to 50 characters are available for this field 132 Leave User Manual Softline VIP 2006 Softline VIP 3 4 The details of this Transaction will be displayed at the top of the screen Tu Leave TED T DRE Eodese NO EA A CO Re IA dq miii TEE amens 70173 ooo El emwres P Severe migraine Medication prescribed OOOO O O O 5 By making use of the DOT Enter function you can access all employees as selected and the required input may be done Because the Default Batch option has been selected the details of the Transaction from the previous employee will default on screen The default information may be changed if required 6 If you make changes to the default information the following message will be displayed Q Click on Yes if you want to change the original default information to the current information Click on No if you want to restore the original default information 7 Once you have finished entering the information required for the Batch just press Enter instead of entering an Employee Code i Leave User Manual 133 3 Softl mg VIP 2006 Softline VIP 8 A blue message at the bottom of the screen will state that the Batch Entries have been completed You will be prompted to Verify Delete or Update the Batch Batch Entry completed Click on Verify Update or Delete Batch
64. ample Wage Leave Pay you will be prompted to complete the details of the Leave Transaction at the same time that the Earning value is calculated This means that a Leave Transaction may be entered on the Payslip screen from where the information will be updated to the Employee s Leave Days screen at the same time that the relevant value is calculated and displayed on the Payslip screen The following parameters must be in place before this function can be used 1 The Enter Leave Transactions during Leave Payment option on the Leave Days Control screen must be selected Y ticked Enter Leave Transaction during Leave Payment Iv See Options on the General screen from page 39 for more information 2 Once this option has been selected Y ticked a Payroll Method of Calculation needs to be defined where LT must form part of the formula The LT indicates that Leave Transactions will be entered directly on the Payslip screen and the indicates the Type of Leave e g S for Sick Leave Contact the VIP Call Centre or your VIP Consultant for assistance in setting up Payroll Methods of Calculation 120 Leave User Manual S oftline VIP O 2006 Softline VIP 3 Steps to follow when doing Leave Input on the Payslip screen Example An employee has taken 3 Days Sick Leave from 22 to 24 February 2006 Sick Pay needs to be paid out to the employee and a Sick Leave Transaction must be created Solution 1 Double click in
65. ansactions From time to time it may be necessary to clear old Leave Transactions from your hard disk to free space The Purge Leave Transactions function allows you to selectively purge Leave Transactions for selected Leave Lines and or specific Transactions Always take a Backup using the Data Files and Programs option before you purge any Transactions so that you have the correct version of the program with the data if you need to Restore the Backup in case of a problem See Backup and Restore from page 203 for more information Before purging any Transactions it is advisable to the print the Transactions you intend to purge Use the relevant Standard Report s to do so Before purging any Transactions make sure that these records are not still required for Statutory purposes or for practical purposes for your company Accessing Purge Leave Transactions Click on Leave Click on Global Leave Activation Click on Purge Leave Transactions Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar LL Leave Methods of calculation Leave Type Descrpti Leave Recalculation LESE REUS Leave Line Changes bene eee Global Leave Transactions Global changes for Work Week Leave Batches Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports Softline
66. ant ai dans g nies en couts amina 3 Support Tools 5 30 asks sen sensasanatennanantusnr naans nan tun tune tn dan anna team E SURE sans sus se ER ask iua tan 4 Contact Detalla Re a etre eme bere cri aad Mae M ae da d 5 ConventiOns ssisronisunncnsensesnucanceesnnenanns EAA araa au gran ns nn en n e ans iaaea sin es aan ann nca nage 6 Conventions used in this Manual eene meme meer nnn nnn nnne nn n n n n 6 Conventions used in the VIP Leave Administration Module eem 7 Installing the Leave Administration Module e eese ener nnne 11 Chapter 2 Leave Legislation Leave EDIrunpnp 15 Annual Lave e 8H 15 Soi 16 Maternity Leave oe ess A A Deer cede eve eeu oup dra 17 Family Responsibility Leave A nnne nennen nnn nnne nnne nnn nnn nnne nnns 18 Payment to employees for Leave taken nennen nennen nnn n nennen nnne nnn 19 Chapter 3 Where to go and what to do Finding your way around the Leave Administration Module 25 Premier Leave Administration Reference map iii 26 Accessing the VIP Premier System esses ee 26 The Initial Entry SCreeh i oce rei E YER Ree E eurn ua Pee eat hey ER eue 27 The Second Entry SCIG6li aiit recorre cocta eai dir 28 The VIP Premier Main Menu eeeeeeeeeeeeeeene
67. ated 04 Annual Leave 9999 00 differently between monthy and weekly paid companies This is an example of a monthly paid company Leave Entitlement Values Days Hours and Years Months in Service Ranges must be specified Up to 50 Lines are available for the specification of Years Months in Service Ranges and Values Days Hours Both Years Months in Service Ranges and Values Days Hours fields must be specified on a Line If Years Months in Service Ranges are used as in the example above the Range must end with 9999 A once off Value can also be entered e g when the employee is in service for 5 years he will receive an additional 3 days Annual Leave in the fifth year of service only Multiple Cycle Leave Entitlement Values can also be entered where the Entitlement calculates as the Cycle progresses e g employees get 1 day Sick Leave for every 26 days worked for the first six months 30 days in month 7 for the next 30 months and thereafter the employees receive 36 days for a 3 year Cycle The Years Months in Service must be entered for the Range The does not represent a decimal point but simply acts as a divider between the years and months e g 1 year and 6 months must be entered as 1 06 Each Range must be linked to a Leave Line e g Service Years Months Ranges for Annual Leave are entered on lines 01 to 03 on the Leave Category Code screen as in the example above and all these lines
68. ay Sick Leave The Sick Leave Cycle is a period of 36 months commencing on the date of engagement of the employee During every Sick Leave Cycle an employee is entitled to an amount of paid Sick Leave equal to the number of days the employee would normally work during a period of six weeks This means that if an employee works 5 days a week he will be entitled to 5 days x 6 weeks 30 days Sick Leave in his 36 month three year Cycle During the first six months an employee is entitled to one day s paid Sick Leave for every 26 days worked During an employee s first Sick Leave Cycle an employer may reduce the employee s entitlement to Sick Leave by the number of days taken in the first six months An employer must pay an employee for a day s Sick Leave e the wage the employee would ordinarily have received for work on that day and e onthe employee s usual pay day Proof of Incapacity If an employee was absent from work for more than 2 consecutive days or on more than two occasions during an 8 week period and on request from the employer cannot produce a medical certificate for this the employer will be entitled to withhold payment for those number of absent days The medical aid certificate must be issued and signed by a medical practitioner or any other person who is certified to diagnose and treat patients and who is registered with a professional council established by an Act of Parliament If it is not reasonably practicable
69. ays if they have been in service up to three years 18 Annual Leave Days if they have been in service between 3 and 5 years and 20 Annual Leave Days if they have been in service for more than 5 years Leave Category Code Leave Category Descriptions _ Code Report Description Production Screen Description Production Description Yis Mnths in Srv Days Hours Link to Line The Entitlement is the amount Annual Leave Si specified in the Days Hours Annual Leave 5 00 1 column Annual Leave 3993 00 End the Range with a 9999 Value in the Yrs Mnths in Srv column 3 Softline VIP Leave User Manual 81 2006 Softline VIP Leave Entitlement Method of Calculation 01 Annual Method No 01 Link amp When to Allocate Start of Month of Month Entitlement Days Enter Leave Method of Calculation STATE Enter for Leave Category Operators 0r Fe Fe Cycle End Formula 01 Annual Method No 01 Link Sd When to Allocate stat of Month z Entitlement Days Enter Leave Method of Calculation v See Leave Entitlement Methods of Calculation from page 54 for more information Employee Leave Days screen The following employee has been in service for 6 years In the example above employees are entitled to 20 Annual Leave Days if they have been in service for more than 5 years The employee has been linked to the PROD Leave Category Code Th
70. been terminated in the Current Period will not be placed on Leave Pay Example Three Periods of Leave Pay are to be activated for all employees in the Operations Department Solution Accessing Global Leave Pay activation Click on Leave Click on Global Leave Pay activation Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation Leave Type Descriptions Leave Reasons Leave Categories Leave Batches MEE eel Leave Pay Validation Reports Softline VIP Leave User Manual 145 O 2006 Softline VIP The Global Leave Pay activation screen will be displayed Remove All Employees from Leave 1 Click on the option you require e g 3 Leave Periods Select the required group of employees for whom Leave Pay must be activated e g Department Enter the required code e g OPER for Operations Department Click on Continue when your selection is complete and confirm that these are the correct employees who must be placed on Leave Pay 159 Leave User Manual 2006 Softline VIP Softline VIP Leave Pay Validation When Leave Pay is activated for an employee the information records are stored for the period on Leave Various reasons like power supply problems may cause these records to become corrupted Performing Leave Pay Va
71. bs Leave Options HCC HCC Salary Survey APP Job App Prom Transfer LD Emloyee Leave Days JOB Job Maintenance LC Leave Control Screen LCAL Leave Recalculation Select E Leave Routing codes often used LC Leave Control screen LD Employee Leave Days screen LCAL Leave Recalculation This button allows you to make a screen print of the Leave Control gt screen for record keeping purposes When you click on this button the Windows Print Setup screen will be displayed just as it is for Microsoft s Word or Excel Here you select e The name of the printer you require All the printers which have been specified in your Windows setup are available from this Combo box and e The Paper Size and Paper Source 52 Leave User Manual O 2006 Softline VIP Softline VIP Copy Leave Control This option allows you to copy the General screen and or Leave Lines as defined on the Leave Days Control screen from one company to another in your VIP directory This option may only be used with the help of the VIP Call Centre or a VIP Consultant as you need an authorisation code in order to perform this function Move Leave Lines This option allows you to move Leave Lines as defined on the Leave Days Control screen from one Line to another within the same Company e g move Maternity Leave from Line 03 to Line 21 for C
72. c Group Country 1 Country 2 Security Clearance Religion or Bloodgroup Various forms of Global Leave Activation functions exist in VIP Premier namely e Leave Methods of Calculation e Leave Recalculation e Leave Line Changes e Global Leave Transactions e Global changes for Work Week e Global linking of Leave Category Code and e Purge Leave Transactions Global Leave Activation is always applied in the Current Processing Period No Split Q Transactions will be done with Global Leave Activation Remember to take a Backup before performing any of the Global Activation functions This is necessary as the changes which you apply may have unexpected results if not performed carefully and cautiously Accessing the Global Leave Activation Clickon Leave Clickon Global Leave Activation Clickon the required option e g Leave Methods of Calculation Company Employee Payroll Leave Reports Interfaces Utilities HRM Eguity Skils ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Witt tvm J Leave Methods of Calculation Leve Tops Descrip Leave Recalculation Leave Line Changes Global Leave Transactions Global changes for Work Week Leave Reasons Leave Categories Leave Batches Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports Softline VIP Leave User Manual 151 2006 Softline VIP Leave Met
73. ced VIP Premier Module All Licenced Modules are listed on the Licenced Module screen A Y tick in the Tick box next to the description Leave on this screen indicates that you are licenced to use the Leave Administration Module Your VIP Consultant will license the Leave Administration Module upon Installation of the VIP Premier Payroll and or Personnel History System s If you have purchased the Leave Administration Module after implementation of the Payroll System you will have to obtain an access code from the VIP Call Centre or from your VIP Consultant in order to license the Leave Administration Module The Licenced Module screen is accessed via the Initial Entry screen To access the Licenced Module screen Click on Options on the Initial Entry screen Click on Licenced Modules The following screen which shows the details of the Licenced Module screen will be displayed A Y tick in the Tick box next to the description Leave on this screen indicates that you are licenced to use the Leave Administration Module m ISIN I mw F Iv d fold Mutual sl F cd d F p E F cd E i Leave User Manual 11 3 Softl mg VIP 2006 Softline VIP 12 Leave User Manual 2006 Softline VIP 3 Softline VIP D Softline VIP Chapter 2 Leave Legislation In this Chapter Annual Leave Sick Leave w Maternity Leave Family Responsibility Leave Payment to e
74. cess the Leave Entitlement Methods of Calculation screen for Overtime Leave Click on 2 Select a Method Number e g 01 i Leave User Manual 65 3 Softl mg VIP 2006 Softline VIP 3 Enter the details of this Method in the applicable fields foo AJ 1 5 Hrs for Overtime worked 4 The employees must be linked to this Overtime Leave Method of Calculation on their Leave Days screens DueEnd Planned 5009 01 08 2006 ooo so 01 03 2007 ooo 1 9 00000 00 0 0000 00 vaa 0000 vani This Method needs to be defined as When to Allocate Input Based as Leave will accrue the moment any overtime input is done on the Payslip screen Overtime hours are stored on Line 02 of the Hours screen and are therefore specified in the Calculation A Value of 1 5 indicates that employees will accrue 1 5 hours for every overtime hour worked 66 Leave User Manual 2006 Softline VIP D Softiine VIP 5 The moment input for Overtime Leave is done on the Payslip screen the Leave Days screen will be updated automatically For example an employee has worked 10 hours overtime and therefore should accrue 15 hours Overtime Leave N N N N N N N N N 01 03 2007 01 03 2008 01 03 2007 01 03 2006 01 03 2007 01 03 2007 01 03 2007 13 0000 8 0000 0 0000 0 0000 0 0000 0 0000 1 0 0000 0 0000 0 0000 01 03 2005 LL See Employee Leave Input
75. codes may be entered Selection Criteria Click on the Select button to select the criteria The following screen will be displayed Selection Criteria Start Value End Value Due at Start L Planned Leave LI 8 Week Indicator ON D Select Y tick next to the applicable field Enter a Start Value as well as an End Value for the selected field s Example Select Y tick the Leave Taken field Enter a Start Value of 1 and an End Value of 10 This means that the Report will print all Leave Transactions where the number of Leave Days Taken falls between 1 and 10 Days Include Old Termination If this field is selected Y ticked employees Terminated in Periods prior to the Current Period will be included in the Report 182 Leave User Manual oftline VIP 2006 Softline VIP 3 S Transaction Selections Option Explanation Transactions to If you click on the Select button the following screen will be displayed Print Transactions to Print A Annual Le N Annuall N F Family Le N Sick Leave N M Maternity N Family N S Sick Leav N Maternity N a Sport Lea N Annual2 N b Study Lea N Annual3 N c Sick Hour N Study N Annual Hrs N Select ai Select Aij Select Type or Lines Here you may select the Leave Type s or Leave Line s that you want to print The options in the List boxes are low ligh
76. d 2 You also have to enter a description for the Batch which will be printed on Reports NU Enter the description for the Batch here then click Leave 2006 01 14 on B 3 Note down the Batch Number in this example Batch Number 2 Click on j Leave User Manual 135 3 Softl mg VIP 2006 Softline VIP 4 The following message will be displayed Q Lf Eee 5 If you still need to add more entries for the Batch or want to print the Batch before it is updated click on Yes and the Batch will not be updated If you want to update the Batch immediately click on No pe Leave User Manual 2006 Softline VIP Softline VIP List Batches The List Batches function shows you the status of the Batches and may be used to determine if any Batches still need to be updated Accessing List Batches Clickon Leave Click on Leave Batches Click on List Batches The Batch Listing screen will be displayed P Dae period Trang Real donel ance Upa Description 11 of 12 Leave 2006 01 05 Leave Batches are Leave 2006 05 09 indicated with a Leave 2006 01 13 Leave 2006 01719 in the TP column The UPD Update column will have a Y if the Batch has been updated and a N if not i Leave User Manual 137 3 Softline VIP 2006 Softline VIP Print Batches This option only allows you to print Batch
77. d exceeds the Leave that the employee has available Possibilities are e Warn If you want the system to give a warning You may enter a Maximum Credit Value in the next field Max Val You will be allowed to go into negative Leave and will only be warned when the maximum value has been reached e No Warn If you want to go into negative Leave without a warning e Stop If you want to be stopped By selecting this option the employee will not be allowed to go into negative Leave at any time 48 Leave User Manual Softline VIP 2006 Softline VIP Max Value Maximum Value This field is used to enter the Value of the Maximum Credit that the employees are allowed to go into before a warning is given e g 5 for 5 days credit Note Enter the number of days which may be taken before a Note is required e g 2 for 2 days or enter 99 if no Note is required Ref No Click in this column to specify Y Yes or N No The default when setting Reference Number up a Leave Line for the first time is N No When this field is set to Yz Yes you will be prompted for a Reference Number when doing Leave Transactions See the Validate Reference Numbers option on the General screen from page 39 for information about the Validation of Reference Numbers Type This option is printed on the Leave by Months Report to indicate the Type of Leave that the employee has taken and may be used in conjuction with the S
78. d for the Leave Transaction where Y indicates that a Note was received and N indicates that a Note was not received Reference No If you have defined this Type of Leave as requiring a Reference Number on the Leave Control screen the applicable Reference Number is displayed for the Leave Transaction Comment The Additional Comment for the Leave Transaction is displayed in this field System Generated Reason Codes PSG and GLB will always display in this field if no Reason was selected when doing Batch Input when LTx is used and input is done on the Payslip screen or Global Leave Transactions 100 Leave User Manual 3 Softline VIP O 2006 Softline VIP Options on the System Generated Transactions screen This screen is similar to the Transaction screen and keeps record of all adjustments made to the Due at Start field It also keeps record of any Leave that was lost during the Start of Period procedure due to the Carried Forward Value that was specified 03 Leave Demo Co Leave Days Screen 2006 01 31 11 of 12 A Click on the System Generated Transactions Index tab to access this screen je Description From Date Reason Note Reference No Family 2006 01 31 2006 01 31 Mon 1 00004DJ System gen tm 2006 01 31 2006 01 31 Mon 5 00004DJ System gen tm Annual 2006 01 31 2006 01 31 Mon 0 5000 DJ System gen tm Due at Start Adj User 07 Due at Start Adj User 07 Due at Start Adj User 07
79. d is used to specify whether the Leave should accrue at the Start or End of the Cycle Period or whether the Leave is Input Based The available options are e Start of Cycle SoC e End of Cycle EoC e Start of Period Month SoM e End of Period Month EoM and e Input Based This option is used when Leave is allocated according to hours worked e g 1 hour Leave for every 17 hours worked etc Start of Cycle options 1 Year SoC EoC 1 The first accrual occurs here with a Start of Cycle selection The first accrual occurs here with an End of Cycle selection Start of Period options 12 periods in 1 year 2 3 4 5 6 7 8 9 10 11 12 1 Som The first accrual occurs here EoM The first accrual occurs here Recur Recurring A YzYes in this field indicates a Recurring Cycle A Recurring Cycle means that the Leave Entitlement will keep on calculating until the employee is terminated A N No indicates that there will only be one Cycle and the system will stop the calculation after one Cycle or after the number of years specified in the Yrs field see below This is only applicable to new employees in the Current Processing Period The default on this screen is Y Yes for all Leave Lines but may be changed if required 46 Leave User Manual Softline VIP 2006 Softline VIP Yrs This field indicates the number o
80. d payment for those number of absent days Softline VIP Leave User Manual 43 2006 Softline VIP Options on the Leave Lines screen This screen contains the definitions of the various Leave Lines The four standard types of Leave according to the Basic Conditions of Employment Act namely Annual Leave Sick Leave Family Responsibility Leave and Maternity Leave are displayed on this screen You may define up to 30 Leave Lines per company Leave Lines can be deleted as long as no Transactions have been entered for the specific Line which you want to delete If Transactions have been entered for the Line which you want to delete you will have to delete all the Transactions applicable to that specific Line first before you will be able to delete the Line 051 Leave Demo Co Leave Days Control 2006 01 31 11 of 12 General Leave Lines Description Unit Method When Recur Yrs Cyc Date Value Excess Clear Taken Warn gt Due M E Annual x SttCyc Waming The scroll bar on the right Sick Leave Never Warning hand side of the screen Maternity x Never No Warming allows you to move up and en de SUD Waring down between all Leave Study Si SttCyc Stop Spot F x Stitye Waming Lines defined Up to 30 SickHours S Never No Warning individual Leave Lines can be defined The scroll bar at the bottom of the screen allows you to move left and right between all columns on th
81. d value is displayed on the Payslip screen Mrs J Dlamini 26 02 2006 52 of 52 f Le xf EP FP LP Ral PL ner MTD ings Deductions Perks Tax Co Contr Salary Cost 8 8 8 8 8 8 S 2 E Wage 07115 18750 07T 20 80 00 Pro Bon Backpay B P OT L Paid L Pay Ann Bon QT Bon SickPay Savings Notice Standby Unp Lve Foodall Subs NT Subs T Earnings 995 95 Deductions 63 16 Net Salary 932 79 Cose Routing 2 The Leave Transaction is posted to the Leave Days screen U63 I YE Weekly Leave Days Screen 26 UZ ZUUB bz ot 52 001 Mrs J Dlamini oDate Fi 24 02 2005 PSG Double Click on the Transaction you want to View Change or Delete 1t Refers to Transactions split over periods amp Refers to Transactions split over Leave Lines Ge Rowing Menton vm Correcting mistakes when doing Leave Input on the Payslip screen When you realise that a mistake has been made you have to follow this procedure e Delete the amount on the Payslip screen and e Delete the Transaction on the Leave Days screen It is advisable NOT to enter negative Transactions on the Payslip screen to reverse incorrect Transactions as no Leave Line Rules such as Sequence Number Order Maximum Values etc will be applied for these Transactions
82. e Date This field displays the default End Date for the Leave Cyde as defined on the Leave Control screen and may be adjusted if necessary History This field displays the Leave Taken in the Leave Cycle and is updated at the end of every Pay Period Limit The Carried Forward Limit will default to what was specified on the Leave Control screen but may be adjusted if necessary Due Start This field displays the Leave Due at the Start of the Current Processing Period month or week If you change the Due at Start for some reason the system will automatically generate an Adjustment Transaction with the Reason Code ADJ for Adjustment Allocated This is the Leave Entitlement for the Current Period This field is not accessible as the system calculates this Value automatically The Value is calculated in two ways e The Leave Entitlement divided by the number of Periods in the Leave Cycle e g 20 12 1 6667 or 20 52 0 3846 e If a Leave Method of Calculation has been defined for the particular Leave Line the allocation takes place according to the Leave Entitlement calculation specified in the method Taken Leave Taken during the Current Processing Period month or week is displayed here During roll over this Value is updated to the History field Due End The system automatically calculates the Leave Due at the End of the Current Processing Period This will become the Leave Due a
83. e Lines according to availability 6 6668 days are available for Leave Line 01 Annuali and therefore 6 6668 Units are allocated to this Line 5 0000 days are available for Leave Line 05 Annual2 and therefore the difference 1 3332 8 0000 6 6668 is allocated to this Line No Units need to be allocated to Leave Line 06 Annual3 Leave Taken The total number of Leave Days Taken is displayed in this field e g 8 for 8 days 7 This Split Transaction is created and displayed on the Transactions screen U52 Leave Demo Co Jo e x evo wo ae Employee Control Transactions System Generated Transactions Leave Days Screen From Date ToDate First Taken Code 2006 01 16 2006 01 25 Mon 1 333 6 666 2006 01 16 2006 01 25 Mon e Two Transactions are displayed for this Split Transaction Type Description Reasor A Annual2 A Annuall Note Reference No n Information to take note of e The amp indicates that this Transaction has been split over lines in the Current Processing Period e The Split Units are shown next to each Leave Line e g 1 3332 for Annual2 and 6 6668 for Annuali e The same From and To Dates are displayed for both Transactions 3 Softline VIP Leave User Manual 111 O 2006 Softline VIP 8 The Employee Control screen after the Transaction U52 Leave Demo Co Leave Days Screen LJ gt e jx 62
84. e available for Line 01 5 0000 po om I days are available for Line 05 and 2ooro1vor nov 100 0 3 0000 days are available for Line 2007 01 01 coco 1000 06 2 Click on the New Tm button at the bottom of the screen 3 Select the applicable Type of Leave from the Combo box e g A Annual Leave pr A Annual Leave F Family Leave M Maternity Leave S Sick Leave i Leave User Manual 113 3 Softline VIP 2006 Softline VIP 4 Enter the Start and End Dates of the Transaction Click on the required dates or enter the dates in the field provided at the bottom of the screen e g enter 20060130 for the Start Date and 20060209 for the End Date 052 Leave Demo Co Leave Calendar 2006 01 31 11 of 12 A summary of the entered information will be displayed at MED the top of the screen The Current Period Transaction o1 02 o3 information is displayed in blue CE aa the Planned Transaction p pa ps6 information is displayed in grey EE asas aga Ls Edda E The selected days for the Current 7 Transaction are highlighted in blue e g 30 and 31 January The days for the Planned Transaction are highlighted in grey e g 01 to 15 16 17 19 21 2 1 al 09 February 22011010 gaa olaaa E IER E EES sl EEEEA EEEER IBIBIBIEIE ES SEREBE TERHET IEEEEBNS Oela 5 The Confirmation screen will be displayed Click on OK
85. e employee has been linked to the above Leave Method of Calculation 20 Annual Leave Entitlement Days will be calculated and displayed on this screen Employee Control Transactions System Generated Transactions Number of Days in Work Week E Days Engaged 01 03 2000 6 yr 1 mth Excl Curr Period Working Days Mon Tue lv WedW Thu v Leave Start Date 0 erroma 6 yr 1 mth Excl Curr Period Fri Y Sat Sunf Leave Categoi q PROD D duction Description CD Meth Fai Cyc Date History Limit Due Stat Allocatec Taken Due End Planned T pr 01 Annual N 0 9103 2007 4 0000 150 M 12 2500 0 0000 13 9167 0 0000 4 02 Sick Leave N 00 005 61 03 2008 8 0000 0 0 x 22 0000 0 0000 0 0000 22 0000 0 0000 5 See Employee Leave Days screen from page 91 for more information 82 Leave User Manual j 2006 Softline VIP 3 Softline VIP Option 2 Using the LC option Each employee will receive a once off 5 days in his her anniversary month every 5 year of Service Leave Category Code The 5 01 indicates 5 Years 1 Month in Service which means that the employee will only receive the once off 5 days when he is in the 5 year of service M Loro Servies OOOO OO O O i 92 Long Service 03 Long Service Long Service 7 DSM Long Service i After all the Ranges in the Leave Category are 06 Long Service I used the value of 9999 is used to ca
86. e list The new code DEN Dentist will be displayed on the list Payslip gen trn i Leave User Manual 3 Softline VIP 2006 Softline VIP 77 Changing the details for a Leave Reason Code On the Leave Reason Codes and Descriptions screen for the selected Leave Type select the Code that you want to change the details for e g DEN Dentist and click on Change Payslip gen trn Make the necessary changes Deleting a Leave Reason Code On the Leave Reason Codes and Descriptions screen for the selected Leave Type select the Code that you want to delete and click on Delete You will have to confirm that this is the correct Leave Reason Code to delete 78 Leave User Manual i 2006 Softline VIP 3 softl iis VIP Using Leave Category Codes Leave Category Codes are used to allocate Leave Entitlements based on Years and Months in Service to different Leave Categories Example Employees in a monthly paid company are entitled to 15 Annual Leave Days for their first year in service 18 Annual Leave Days if they have been in service for more than 1 year up to 5 years 20 Annual Leave Days if they have been in service for more than 5 years up to 10 years and 25 days for more than 10 years service Dern CE 01 Annual Leave 1 00 Leave Methods of Calculation 02 Annual Leave 5 00 determine the setup of Leave 03 Annual Leave 10 00 Categories and are tre
87. e made a Full System Backup it is still possible to extract a single company from the Backup Always phone the VIP Call Centre for assistance in restoring a Backup 206 Leave User Manual 2006 Softline VIP DSoftline VIP Rebuild File Index Power failures and power surges can corrupt the indexes to the VIP Data Files In such cases the Re Index File routine may be used to attempt to rebuild the index of each File If you delete Transactions using the Purge Leave Transactions option in VIP it is also advisable to do the Re Index File routine in order to release occupied space and to speed up the access to your Data Files See Purge Leave Transactions on page 167 for more information about purging Leave Transactions Accessing Re Index Files Click on Utilities Click on Re Index Files Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Start New Period Backup Restore Format Disks Re Index Files gt AE Purge History A message will appear indicating that it is advisable to make a Backup before continuing with this option You have to click on OK to acknowledge that you have read the message The following screen will then be displayed Enter Company Number to be Rebuilt Fast execution creates larger Files which allow faster execution of the programs USING Slow execution creates smaller Files and the FAST execution and LARGE fil
88. e screen 44 Leave User Manual i 2006 Softline VIP 3 Softline VIP Fields on this screen Option Explanation No This field indicates the Line Number e g 01 for Line 01 and 17 for Line 17 Description The Leave Description is the descriptive name of the Leave Line This column allows you to enter a description of up to 12 alphanumeric characters Unit Specify the Unit in which this Type of Leave is to be entered The following options are available e Days to Days if the Leave is to be entered in days e Hours to Hours if the Leave is to be entered in hours and e Hours to Days if the Leave is to be entered in hours and automatically converted to days with four decimal points The conversion is based on the Working Hours per Day field on the employee s Increase screen INC Entitlement Method This field is determined by the Leave Methods parameter on the General screen If the parameter field is selected Y ticked the heading will display as Method otherwise it will display as Entitlement The Entitlement can be entered manually and this Value will default to the employee s Leave Days screen LD The Entitlement can be determined according to a Method of Calculation See page 54 for more information about Leave Entitlement Methods of Calculation Softline VIP Leave User Manual 45 2006 Softline VIP When This fiel
89. eason Click on the for a list of existing Leave Reasons to be displayed Make a selection from the list or add a new Leave Reason Code and Description Comments Enter any additional Comments for the Leave Transaction if required Up to 50 characters are available for this field Leave Note If a Leave Note Doctor s Certificate has been received select Y tick this field Reference Number Enter a unique Reference Number This field will only be available if it has been selected on the Leave Lines screen for the selected Leave Line Doctor s Name Enter the Doctor s Name if required Up to 20 characters are available for this field Practice Number Enter the Practice Number if required Up to 15 characters are available for this field Softline VIP Leave User Manual 107 2006 Softline VIP 7 The Sick Leave Transaction is created and displayed on the Transactions screen U52 Leave Demo Co Leave Days Screen KIKIA 2 e x w d e Description From Date ToDate First Taken Code Reason ote erence No Comment 2006 01 09 2006 01 11 Mon Employee gets flu regularly 8 The Employee Control screen after the Transaction 1999 12 01 LL 2002 03 01 2008 12 01 2006 12 01 100 0 100 0 0 0 0 0 100 0 100 0 The employee now has 27 Sick Leave days available in the Current Cycle
90. ect Y tick the Leave Taken field Enter a Start Value of 1 and an End Value of 10 This means that the Report will print all Leave Transactions where the number of Leave Days Taken falls between 1 and 10 Days Include Old Termination If this field is selected Y ticked employees Terminated in Periods prior to the Current Period will be included in the Report Print only Totals for the Above Employees Print only the Company Totals Select Y tick the applicable field if Totals are to be printed These options are only available if the Total field is Y ticked on the Sort Control fields on the Report Control Line Softline VIP 187 Leave User Manual 2006 Softline VIP Transaction Selections Option Explanation Leave Lines to If you click on the button the following screen will be displayed Print Here you may select the Leave Line s that you want to print Select a specific line by clicking on the line The N No indicator on that line will be changed to Y Yes If you want to include all Leave Lines click on the Select All button at the bottom of the List box All lines will be changed to YzYes The number of Lines selected will be displayed at the bottom of the screen 188 Leave User Manual j 2006 Softline VIP DSoftline VIP Leave Fields to If you click on the Select button the following screen will be displa
91. ect Y tick this option if you want to include employees terminated in the Current Period as well If you click on Continuel the changes will be applied If you click on Close the screen will close and no changes will be applied j Leave User Manual 159 3 Softl mg VIP 2006 Softline VIP Global Leave Transactions The Global Leave Transactions function allows you to globally enter Leave Transactions for all employees in the company or to a specific group of employees in the company e g employees belonging to a particular Department Category Pay Point Job Grade Leave Catergory Payslip Display Code Ethnic Group Country 1 Country 2 Security Clearance Religion or Bloodgroup This option will normally be used when all employees in the company or a specific group of employees in the company go on Leave at the same time One Transaction is entered globally This Transaction will be applied to all of the selected employees and the Leave Days screens of these employees will be updated with the information specified Example The Annual shutdown for this company is from the 18 of December to the 3 of January All employees will go on Leave during this time Solution Accessing Global Activation of Leave Transactions Click on Leave Click on Global Leave Activation Click on Global Leave Transactions Company Employee Payroll Leave Reports Interfaces Utilities HRM E
92. elect the required Leave Type e g S Sick Leave Study Leave Sport Leave Type Conversion xXocorzmo Q Leave Type X Type Conversion may be used to copy Leave Reasons from one Type to another j Leave User Manual 75 3 Softl mg VIP 2006 Softline VIP The Leave Reason Codes and Descriptions screen for Leave Type S Sick Leave will be displayed The list of pre defined codes for the Byster gon tin specific Leave Type will be displayed fa Only the System Generated Codes will Global gen tm be displayed if you access this screen yii for the first time Paid out Leave Payslip gen tm Adding a new Leave Reason Code Click on Add to enter the details of the new Leave Reason Code The Add Leave Reason Codes and Description screen will be displayed Dentist 7 Leave User Manual 2006 Softline VIP Softline VIP Fields on this screen Option Explanation field is inaccessible Type The selected Type will be displayed e g S Sick Leave This characters long e g DEN Code Enter the Code which may be up to 4 alpha numeric e g Dentist Appointment Report Description Enter the Report Description which will be printed on Reports relevant screens e g Dentist Screen Description Enter the Screen Description which will be displayed on the Click on OK The details of the new code will be displayed on th
93. equence option The four Statutory Leave Types will have the following Leave Type codes Annual Leave Sick Leave zon p gt Maternity Leave Family Responsibility Leave F Select the required option from the list displayed in the Combo box or add a new Leave Type by clicking on amp Add Type Only lower case letters will be allowed for user defined Leave Lines e g s for Study Leave More than one Statutory Type may be used e g A for Annual Leave on Line 01 and A for Accrued Annual Leave on Line 16 When entering Leave Transactions all Leave Lines with the same Type will be displayed If Sequences have been specified for a Type Leave Transactions will be allocated automatically using the Sequence Number Order specified see below Leave Type Codes and Descriptions are set up on the Leave Type Codes and Descriptions screen See page 71 for more information Softline VIP Leave User Manual 49 2006 Softline VIP Seq Sequence The Sequence Number field provides for the automatic allocation of entered and or imported Leave Transactions in the Sequence Number order per Leave Type During input and or import of Leave Transactions the system will take the Transaction Value number of days hours that is entered and or imported use the Type of Leave indicated e g Annual Leave and start with Sequence Number 1 to perform the Leave allocation The system will follow this procedure For Leave Lines w
94. ers to Transactions split over Leave Lines Fields on this screen Option Explanation Type The Leave Type Code e g A for Annual Leave S for Sick Leave M for Maternity Leave b for Study Leave etc is displayed in this field Description The Description of the Leave Type e g Annual Leave or Maternity Leave is displayed here From Date The From Date indicates the date from which Leave is taken e g the first day of the Leave Transaction To Date The To Date indicates the date to which Leave is taken e g the last day of the Leave Transaction First The first day of the Leave Transaction will displayed e g Wed for Wednesday etc Softline VIP Leave User Manual 99 O 2006 Softline VIP Taken This field displays the number of Leave Days taken This number is calculated using the Start and End Dates of the Leave Transaction and the number of days in the employee s Work Week Code and Reason The Leave Code and Reason are displayed in these fields e g FLU for Influenza System Generated Reason Codes PSG and GLB will always display in these fields if no Reason was selected when doing Batch Input when LTx is used and input is done on the Payslip screen or Global Leave Transactions See Leave Reason Codes on page 74 for more information Note If you have defined this Type of Leave as requiring a Note on the Leave Control screen a Y Yes or N No will be displaye
95. es processing speed is slightly reduced C SLOW execution and SMALL files Click on one of the options and then click on Continue When the Files are being Re Indexed a black screen indicating the status of the Re Index process will be displayed Leave User Manual 207 3 Softline VIP O 2006 Softline VIP Access Control An Operator can only use the Leave Administrator Module if he she has been granted access to the Module Users of the Leave Administration Module must make use of Advanced Access Control This option is ideal when you have more than one Operator and each Operator is restricted to specified areas within the system See the section Access Control in either the Premier or Personnel History User Manuals for detailed information about Access Rights and Password Control Accessing Advanced Access Control Clickon Company Click on Access Control Click on the Advanced Access Control Radio button Access Control Methods Advanced Access Control Basic Access Control 208 Leave User Manual j 2006 Softline VIP 3 Softline VIP Access to the Leave Administration Module is defined on the Advanced Page 3 Index tab Payroll Access Advanced Pagel Advanced Page2 Advanced Page3 Advanced Page4 Advanced Page 5 Additional Modules Payroll Definitions Payslip Screen Link to Methods of Calculation Increase Screen Calculation Screen Own
96. es that have not yet been updated so that you can check that all information is correct before you update the Batch Printing a Batch Click on Leave Click on Leave Batches Click on Print Batch Click on the Batch that you want to print The Batch will be printed after selecting the required printing options 138 Leave User Manual j 2006 Softline VIP 3 Softline VIP Verify Batch This option is used for correcting input errors in a Batch before it is updated Verifying a Batch Click on Leave Click on Leave Batches Click on Verify Batch The List of Batches to be verified will be displayed Pr pate Ped an feu donel ancel pd Description Leave 2006 05 09 N Leave 2006 01 13 Leave 2006 01 19 The Ver done Verification done column will display Y if a Batch has already been verified or N if it must still be verified i Leave User Manual 139 3 Softline VIP 2006 Softline VIP Steps to follow when verifying a Batch 1 Click on the Batch to be verified 2 The Batch Transaction Entry Selection screen will be displayed 3 On this screen the following options are available for selection Re Enter Totals Search Add Line Change Line Delete Line Continue 4 Click on the required button and follow the Verify Batch procedure as described in Steps to follow when doing Leave Batch Input from page 130 140 Leave User Manual oftline VIP 2006 Softline V
97. ese fields the following message will be displayed i Changing this Field could alter your Leave Entitlement The Recalculation will be performed automatically once you click on Yes 156 Leave User Manual j oftline VIP 2006 Softline VIP 3 5 Accessing Leave Recalculation from the Leave Menu Clickon Leave Click on Global Leave Activation Click on Leave Recalculation gt Global Lea Q The Routing code LCAL may also be used to access Leave Recalculation from any of the employees screens The following message will be displayed Click on Yes or just press Enter and the Leave Recalculation will be performed Please be patient as this might take a while i Leave User Manual 157 3 Softl mg VIP 2006 Softline VIP Leave Line Changes When changes have been made to the Leave Line setup on the Leave Days Control screen the changes will not automatically update the Leave Lines of existing employees The Global Leave Lines Changes function allows you to globally apply any changes made on the Leave Control screen to any of the following fields e Leave Cycle Date and e Leave Carried Forward Value This change may be applied to all employees in the company or to a specific group of employees in the company e g employees belonging to a particular Department Category Pay Point Job Grade Leave Catergory Payslip Display Code Ethnic Group Country
98. example Leave Category 154 Leave User Manual z 2006 Softline VIP Softline VIP Enter the required code Leave Category e g FACT Select Y tick this option M if you want to include employees terminated in the Current Period as well Click on Continue to apply the new Method or click on Close to exit Global Activation of Leave Methods of Calculation for no changes to apply 155 i Leave User Manual 3 Softline VIP O 2006 Softline VIP Leave Recalculation The Leave Recalculation is generally used only when new Leave lines have been added on the Leave Days Control screen It calculates the Leave Cycle End Dates for all employees for Leave lines which have been added If an employee is linked to a Leave Entitlement Method of Calculation the Leave Recalculation will be performed automatically When you add a new Leave Entitlement Method of Calculation or when you make changes to existing Leave Entitlement Methods of Calculation the following message will be displayed Jj Do you want to Recalculate all x Leave details for 4LL Employees Click on Yes or just press Enter for the Leave Recalculation to be performed Certain fields such as Date Engaged on the Basic Employee Information screen IS Leave Category on the Leave Days screen etc affect the calculation of Leave Entitlement If changes are made to any of th
99. example Right click in the Due Start field on Leave Line 01 A Tool Tip will be displayed to explain the meaning or purpose of the Due Start column 01 03 2005 01 03 2007 01 03 2008 01 03 2007 01 09 2006 01 03 2007 01 03 2007 CD Meth t 01 00 t 00 00 oo njo 98 Leave User Manual i 2006 Softline VIP DSoftline VIP Options on the Transactions screen Details of all Leave Transactions are displayed on this screen 051 Leave Demo Co uo TES Pm 0070770 Company Employee Payroll Personnel Memos Leave Equity Skills ESS Exit Leave Days Screen 2006 01 31 11 of 12 MBY MrS Mbyane Click on the Transactions Index tab to access the employee s Leave w ae Employee Control Transactions System Generated Transactions l Type Description _ From Date To Date Sick Leave 2003 09 01 2003 09 03 Annual 2003 05 05 2003 05 06 Annual 2002 11 404 2002 11 08 Sick Leave 2002 10 22 2002 10 22 Annual 2001 09 01 2001 09 14 Sick Leave 2001 05 10 2001 05 20 Sick Leave 2000 02 04 2000 02 04 Family 2000 01 13 2000 01 13 T Annual 1999 01 15 1999 01 20 Transactions screen Note Reference No Comment Y_ 000658 005789 N 0012120 N 0000240 0000230 0 Father s Funeral Double Click on the Transaction you want to View Change or Delete Refers to Transactions split over periods amp Ref
100. f the Make use of Login Names option you will be promted to enter your Login Name as well as your Password before gaining access to the selected company i Leave User Manual 27 Softline VIP 2006 Softline VIP The Second Entry screen This screen is displayed after you have selected a company and entered your password The Processing Period information and the number of employees in the company are displayed on this Je 2 screen This screen is for 005703701 information purposes only and no changes can be made on this 2006 02728 pose rea The VIP Premier Main Menu The VIP Premier System is Menu driven and the Main Menu is divided into logical areas From the Main Menu you select the area in which you want to work e g Leave for which further menu choices will be displayed MEE 2006 01 31 11 of 12 i Softline VIP Payroll Main Menu for VIP Premier 2 2b 051 Leave Demo Co On the Main Menu the system is power failure protected and your files are saved automatically It is therefore advisable to return to the Main Menu often while working on the system If you have a power failure while you are on the Main Menu your files will not be corrupted D Softline VIP PREMIER 28 Leave User Manual i 2006 Softline VIP DSoftline VIP Understanding the Menu Options As soon as you have selected an area from the Mai
101. f years in the Leave Cycle If the Recurring field see above is equal to N No the Leave calculation will stop after the number of years specified in this field e g a Sick Leave Line is set up as 0 5 years with the Recurring field not ticked This means that the Leave calculation will stop after 6 months Years specified with a decimal Value e g 2 5 Yrs cannot have a Recurring Cycle Cyc Date Cycle Date The Cycle Date may be e The employee s Date Engaged e A Specified Date plus a number of Months e g L1 04 means the date specified for Leave Line 1 plus 4 months e A Fixed Cycle Date e g 31 12 for 31 December e The employee s Leave Start Date as entered on the Leave Days screen LD e Employee Date Engaged plus a number of Months or e Leave Start Date plus a number of Months Value This field specifies how the Leave is to be carried forward at the end of the Leave Cycle or Period Enter the limit Value to be carried forward then enter the way this Value is to be applied e Percentage of Leave Due The value entered represents the percentage that is to be carried forward at the action date of the Cycle e Maximum Leave to be Carried Forward If a maximum Value is entered it will only be applied at the action date of the Cycle e Ceiling to be Carried Forward The ceiling Value is checked during each Start of Period routine and the total of the employee s Leave Due at the Start of the Pe
102. for assistance in using Leave Entitlement Methods of Calculation It is recommended that you arrange for a VIP Consultant to assist you in setting up Leave Methods of Calculation Q 38 Leave User Manual i 2006 Softline VIP Softl s VIP Options on the General screen Fields on this screen Option Explanation Number of Days in Work Week Click on the down arrow to select the number of workdays in the week from the list displayed in the Combo box e g 5 Days for 5 workdays This information will enable the system to automatically calculate the number of Leave Days Taken when a Leave Transaction is entered on an employee s Leave Days screen LD The number of days selected here will default to the employee s Leave Days screen LD When the Calendar Days field on the Leave Lines screen is set to Y Yes this option will be ignored See Options on the Leave Lines screen from page 44 for more information Working Days In the Tick box next to each field select Y tick the default Working Days The number of days selected must match the number of days selected in Number of Days in Work Week explained above The fields selected here will default to the employee s Leave Days screen LD Allow changes to Leave Transactions To allow changes to Leave Transactions that have already been entered select Y tick this field If this field is activated Y ticked you will be able to alter certa
103. for an employee who lives on the employer s premises to obtain a medical certificate the employer may not withhold payment unless the employer provides reasonable assistance to the employee to obtain the certificate 16 Leave User Manual S oftline VIP 2006 Softline VIP 3 Maternity Leave An employee is entitled to at least 4 consecutive months Maternity Leave An employee may commence Maternity Leave e at any time from 4 weeks before the expected birth unless otherwise agreed or e ona date from which a medical practitioner or a midwife certifies that it is necessary for the employee s health or that of her unborn child No employee may work for six weeks after the birth of her child unless a medical practitioner or midwife certifies that she is fit to do so An employee who has a miscarriage during the third trimester of pregnancy or bears a stillborn child is entitled to Maternity Leave for 6 weeks after the miscarriage or stillbirth whether or not the employee had commenced Maternity Leave at the time of the miscarriage or stillbirth Payment of Maternity Leave is not regulated by the BCEA as the employee can claim maternity benefits from the Unemployment Insurance Fund UIF The Payroll Administrator will need to refer to the Company Policy or Letter of Appointment in order to know how to treat the payment of Maternity Leave in your company related to pregnancy is automatically unfair Dismissal includes not allowing a
104. for every 17 hours worked An employer must grant Leave not later than 6 months after the end of the Annual Leave Cycle An employer may not require or permit an employee to take Annual Leave during e any other period of Leave to which the employee is entitled in terms of Chapter 3 of the BCEA or e any period of notice of termination of employment An employer may not require or permit an employee to work for the employer during any period of Annual Leave An employer may not pay an employee instead of granting Paid Leave except on termination of employment In practice however this does happen but the employer and employee must be aware of the consequences that can arise from such practice Leave is granted so that employees can have a rest period during which they refrain from their normal activities If the employee is paid instead of taking Leave it might result in overworked employees This can have severe consequences for both the employer and employee Leave User Manual 15 3 Softline VIP O 2006 Softline VIP Pay for Annual Leave Annual Leave taken by employees is paid out at Remuneration calculated At the employee s rate of Remuneration immediately before the beginning of the period of Annual Leave in accordance with the calculation of Remuneration and Wages as set out in the Act An employer must pay an employee Leave Pay e before the beginning of the period of Leave or e by agreement on the employee s usual pay d
105. h etc of the Leave Cycle For example 28 12 2 3333 If 2 3333 is multiplied by 12 it equals 27 996 instead of 28 Certain conditions must be met before the Rounding can be applied e g the employee must have been in service for a full year and no changes must have been made to either the number of Entitlement Days for the year or to the Cycle Date An automatic transaction will be generated for the Rounded Value in the last period Method Rounding Here you may specify whether the Allocation amount is to be rounded at the end of each Period to the nearest whole number or decimal Value You may also specify whether Rounding is to be Up Down or Both i e up or down to the nearest Value Description Enter a meaningful Short Description for the Method Example of Cycle End Rounding Method Rounding and a Description Cycle End Rounding M Method Rounding Ju and Down to z To 1 00 Description Link Conditions for Calculation of Pro Rata Leave The purpose of this section of the Method of Calculation is to enable you to pro rata for the first and last period that the employee is in service If When to Allocate is set to Start of Period Month SoM and the Cycle Date on the Leave Lines screen is set up as either Date Engaged a Fixed Cycle Date a Specified Date plus a Number of Months or Leave Start Date the Leave for New and Terminated employees in the Current Processing Period may
106. h defining Leave Categories and setting up Leave Entitlement Methods of Calculation 80 Leave User Manual i 2006 Softline VIP 9 Softline VIP Use of the LC Leave Category option in Leave Entitlement Methods of Calculation The above mentioned Entitlement Values may be used in Leave Methods of Calculation The LC option may be used in calculating the employee s Leave Entitlement When LC is entered in a method three options are available namely n indicates that the Years in Service must be up to and including the criteria specified in the Years Months column of the Leave Category The Entitlement is the amount specified in the Days Hours column of the Leave Category indicates that the Years in Service must be equal to the criteria specified in the Years Months column of the Leave Category This is only for once off Allocation and no Entitlement will be calculated indicates that a Multiple Cycle is used and the Entitlement will be calculated as the Cycle progresses e g Sick Leave entitlement in the first 6 months of service is equal to 1 day for every month worked and thereafter an additional 24 days must be allocated in the remainder of the 3 year Cycle For every Cycle thereafter 30 days must be allocated with the Start of the Cyde Each of these options will be explained briefly Option 1 Using the LC option Employees in the Production Department of a monthly paid company are entitled to 15 Annual Leave D
107. hanges to the Reason Comments Note Reference Number Doctor s Name and Practice Number if applicable for Leave Transactions that are split across Pay Periods 40 Leave User Manual Softline VIP 2006 Softline VIP e Start Date If this option is selected the Leave will be applied in the period where the Leave starts This is the default option when you access this screen for the first time e End Date If this option is selected the Leave will be applied in the period where the Leave ends Allow Overlapping Dates on Batches This option allows you to specify what should happen with overlapping dates when doing Batch Input or when importing Batches Three options are available The applicable option can be selected by clicking on the Radio button next to the option e No Warning If this option is selected overlapping dates are allowed and no warning message is given e Warning If this option is selected a warning message about overlapping dates will be given during Batch Input and you may continue doing input During the importing of Batches an Audit Report will be printed indicating all employees with overlapping dates and you may continue with the import procedure e Stop If this option is selected overlapping dates are not allowed and no Batch Input may be done for employees with overlapping dates During the importing of Batches an Audit Report will be printed indicating all employees with overla
108. hat for a payment to be included as part of Wage it must be e in cash money and e in respect of ordinary hours worked the hours in a standard day or week Wage is used for the calculation of e the Overtime Rate per Hour or e Public Holiday and Sunday Hours worked or e Sick Leave and Family Responsibility Leave Pay Definition of Remuneration Remuneration is defined in the BCEA as any payment in money or in kind or both in money and in kind made or owing to any person in return for that person working for any other person From this definition it can be seen that for a payment to be included as part of Remuneration it must be e in cash money or in kind Fringe Benefits and Employer Contributions e and in return for work done Remuneration is used for the calculation of e Notice Pay and Severance Pay e Leave Paid Out on Termination and e Leave Pay while taking Annual Leave Leave User Manual 19 3 Softline VIP O 2006 Softline VIP Examples of payments in cash or in kind For Work Done To Enable Work to be Done Examples Salary Commission Overtime Travel Allowance Standby Shift Allowance Examples Cell Phone Allowance Computer Allowance Reimbursive Kilometres Subsistence Allowance Uniform Allowance etc Guaranteed Performance Bonus Guaranteed Annual Bonus Medical Aid Company Contribution Pension Provident Company Contribution etc Included for Remunerati
109. he Reports which are specified to print automatically on their Report Control Lines These are marked with an asterisk on the Reports Menu Range This option is used if you want to print the Report for a range of employees You will be asked to enter the Employee Code where the printing must begin and where the printing must stop Cons This option is used to print a selected Report in which the information for a group of companies is consolidated into a single Report Click on the Report you want to print and then click on Cons Group This option is used where the selected Report is to print separately for each company in the group Click on the Report you want to print and then click on Group PC This option may be used to access the printing of Cheques PP Print Payslips This option may be used to access the printing of Payslips Softline VIP Leave User Manual 177 2006 Softline VIP Leave Reports Accessing Leave Reports on the Reports 101 200 Menu directly Click on Leave Clickon Reports The Reports 101 200 Menu will be displayed 052 Leave Demo Co 2006 01 31 11 of 12 101 Leave Mths z The four Standard Leave 103 Lve Summ T T Reports are displayed on 108 Lye Batch C nge this Reports Menu 178 Leave User Manual i 2006 Softline VIP 9soettline VIP Standard Leave Reports on the Reports 101 200 Menu Leave by Months Report This Report
110. he screen Enter the required Employee Code or click on the 2 for the Lookup List to display As selected on the Batch Transaction Entry Selection screen in this example All Active Employees in the Current Processing Period will be displayed in Employee Code order m Leave User Manual 2006 Softline VIP Softline VIP The Leave Batch Transaction screen Select the employee you require gj 2006701719 2006701719 E Dr P Moloi 774676477655 76555 evere migraine Medication prescribe e Enter the Leave Type e g S for Sick Leave or click on the 2 for the Lookup List to display and make the relevant selection e Enter the Leave Reason e g MIG for Migraine or click on the 2 for the Lookup List to display and make the relevant selection e Enter the From Leave Start and To Leave End Dates Engagement Date and the To Date may not be after the employee s Termination Q The Dates entered are validated The From Date may not be before the employee s Date The From Date may not be greater than the To Date i Leave User Manual 131 3 Softl me VIP 2006 Softline VIP If you have selected the Allow Overlapping Dates on Batches on the Leave Control screen overlapping dates are allowed and no warning message Q is given if No Warning has been selected a warning message about overlapping dates will be given during Batch Inpu
111. hods of Calculation Global Linking of a Leave Method of Calculation can be used when a method must be linked or unlinked for all employees in the company or a specific group of employees in the company e g employees belonging to a particular Department Category Pay Point Job Grade Leave Category Payslip Display Code Ethnic Group Country 1 Country 2 Security Clearance Religion or Bloodgroup You can also select whether or not you want to include employees who have been terminated in the Current Period or not The Global Linking function is particularly useful as it saves you having to individually link each employee to the same method on the Employee Leave Days screen LD if that method is applicable to all or a large number of employees and therefore saves you a lot of time When you use the Global Linking facility the method that is selected will always be linked in the Current Processing Period Example All employees in the Leave Category FACT must be linked to Method of Calculation 2 22 Days for the Annuali Leave Line Solution Accessing Global Activation of Leave Methods of Calculation Clickon Leave Click on Global Leave Activation Click on Leave Methods of Calculation Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation gt Leave Methods of Calculation Leave Recalculation
112. iding you through all the necessary steps for successful Leave Administration Conventions used in this Manual When a warning is given regarding a specific topic discussed When additional information is given regarding a specific topic discussed Contacting VIP Sales for information about Licenced Modules or contacting the VIP Call Centre for general assistance When a calculation or formula is explained 9 OEO lt gt Denotes a key on the keyboard So lt Enter gt means press the Enter key and lt Tab gt means press the Tab key gt Refers to the question mark shown beside fields where a user defined list of codes may be displayed for you to make your selection For example clicking on the 2 beside the Leave Category field on the employee s Leave Days screen will display a list of all the Leave Categories which have already been defined 6 Leave User Manual S i oftline VIP 2006 Softline VIP 3 Conventions used in the VIP Leave Administration Module Buttons A button refers to the buttons at the bottom of the screen for example Click with the mouse on the option that you Add Change Delete require Button used most frequently DGSE Recreation This button appears at the bottom of most of the VIP screens and when you click on this button the screen will close Tick box Tick boxes are used for a Yes No type decision If the
113. if you are licenced for the Employment Equity and or Skills Development Modules The Standard Reports for these Modules can be found on this Menu Contact VIP Sales for more information about VIP s Licenced Modules Reports may be moved from one Reports Menu to another Refer to your Classic and Premier Standard Reports brochure for examples of all the useful and essential Standard Reports Leave User Manual 173 Softline VIP 2006 Softline VIP Accessing the Reports Menus Click on Reports Click on Reports and Maintenance company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Reports and Maintenance Cheque Print Positions Payslip Print Positions Export Import Reports Print Audit Trail The Report Menu 1 100 will be displayed 555 Li D 2006 01 31 01 of 12 1 s i i PAU Click on the required Index tab eports 1 Reports 101 200 Reports 201 300 to move to the applicable Reports Financial Own Screen 51 BCEA 76 Leave 27 Own Ytd 52 OID Report 77 Pers Info Add Menu e g Reports 101 200 03 Co Recon 28 XS Screen 4t 53 Perks Tax 78 EmpDetail 04 E amp D by MoC 29 Hours Rep 54 IRP5 IT3 s 79 BXDay List 05 E amp D List 30 Trans List Directives 80 Change 06 Pay Regist 31 Batch List E 81 07 Variance 32 Recon Co s 82 Delete 08 Coin R50 33
114. ill be able to close a screen Information must be entered for these fields and you will not be able to continue to the next screen or to close the current screen until these fields have been completed Field or Entry Field An Entry Field is a boxed field into which information may be entered If no information has been entered the Entry Field is blank If you have already entered information it will be displayed in the Entry Field Date of Birth 1971 08 08 33 yrs In the example above the date is in the Entry Field and you may alter it but the 33 yrs is not in an Entry Field and you cannot alter it 8 Leave User Manual i 2006 Softline VIP 9 Softline VIP Index tabs These are the tabs shown immediately above the information on a screen where there is too much information to be shown on a single screen For example on the screen shown below the Index tabs are Employee Control Transactions and System Generated Transactions ue gt Jc nx ea vo u De el due ones Clicking on an Index Employee Control Transactions System Generated Transactions tab will move you to Number of Days in Work Week Boss Engaged 2000 02 01 3 yr 7 mth Excl Curr Period that screen Working Days Mony Tue WedW Thu v Leave Start Date 3 yr 7 mth Excl Curr Period Fi v Sat Sun Leave Category eja ALL Menus The VIP Premier System is menu driven and the Main Menu is divided into logical areas F
115. ill be created If a Transaction is entered with dates that overlap from the Current Period into the next Period s there will be two or more Transactions depending on the number of Period End Dates that are exceeded If dates overlap there will always be a Current Leave Transaction for Leave up to the Current Period End Date and a Planned Transaction for Leave taken in the next Pay Period s During roll over a Current Transaction for that Pay Period will thus be created and if the dates still overlap into the next Pay Period a Planned Transaction for that Period will also be created Example If Leave is taken from 22 12 until 06 01 there will be one Transaction for the Current Period for Leave taken from 22 12 to 31 12 and another Planned Transaction for Leave taken from 01 01 to 06 01 When you then roll over into the Period 01 01 to 06 01 a Current Transaction for that Period will be created If the Transaction is only entered in the Period where the Transaction ends the system will not split the Transaction and only one Transaction will be created If a Transaction is entered for a Future Period it will be shown as one Planned Transaction but there may be one two or more Transactions depending on the number of Period End Dates that are exceeded as you roll over into the relevant Period s No Date changes are allowed to Split Transactions You have to delete and re enter these Transactions You are only allowed to make c
116. ill be displayed to explain the meaning or purpose of the Cycle Years column General Leave Lines Unit Method When Recur Yrs Cyc Date Value Excess Clear Taken Warn gt Due 1000 Warming DUC nn z Warning Cycle Years Cycle years refers to the length of the cycle e g 0 50 means the Cycle ends after 5 Months No Warning Warning Stop Warning No Warning i Leave User Manual 51 3 Softline VIP 2006 Softline VIP Useful buttons on the Leave Control screen K This button accesses the Routing Help screen which shows the Routing codes which can be used to move between an employee s screens Payroll HRM Equity Skills ESS Payroll Options Memos System Definitions Basic Employee Info Payslip Screen Calculation Screen Company Totals Cost Centre Screen Employee Miscellaneous S General Recalculation Hours Screen Increase Screen Link Employee to Methods Memo Screen Bonus Activation Leave Cycle Date Pension Date MOC Define Methods Calculation Field Definitions Deduction Definitions Earning Definitions Own Definitions Perks Tax Definitions List by Earning Deduction Computex Dataway Compass i Own Screen Company Contributions Shifts Worked Screen Tax Screen Salary Cost Screen Perks Taxable value Industrial Council Sentinel MEPF HCC Options Jo
117. in fields in Leave Transactions that have already been entered on an employee s Leave Days screen LD You will also be able to delete Leave Transactions If you delete a Transaction that has been Split across Pay Periods or over more than one Line all the Transactions that form part of the Split Transaction will be deleted but a System Generated Transaction will be created to indicate that the Split Transaction has been deleted If this field is not activated and you access a previously entered Leave Transaction you will be asked whether you wish to cancel the Transaction The incorrect Transaction may be cancelled and a new Transaction may be entered The incorrect Transaction remains listed marked with an so that contro may be exercised over the cancelling of Leave Transactions Softline VIP Leave User Manual 39 2006 Softline VIP Allocation of Transactions across Pay Periods This option is mainly used for Leave Provision purposes Three options are available The applicable option can be selected by clicking on the Radio button next to the option Split If this option is selected the system creates more than one Transaction if the dates overlap over more than one Pay Period Where two or more Transactions have been created a sign will indicate the linked split Transaction If a Transaction is entered with dates that overlap from the Previous Period into the Current Period only one Transaction w
118. in the Batch you may select for the list to display either by Employee Code or by Surname and Initials Employee Code If this option is selected the Lookup function within the Batch will display in Employee Code order Dot Enter will move between employees in the Employee Code order Surname and Initials If this option is selected the Lookup function within the Batch will display employee Surnames and Initials and the correct employee can be selected from the list Dot Enter will however still move between employees in Employee Code order Q DOT Enter refers to a dot after which you Enter Batch Options Leave Transactions may be allocated according to Leave Type Leave Line or Earning Method One of these options must be selected Allocate by Leave Type Batch Input is done by using the required Leave Type for Leave Split allocation e g A for Annual Leave S for Sick Leave etc All Leave will be allocated to the designated Leave Type If there is more than one Leave Line for a Leave Type the Leave may be allocated over more than one Leave Line Example Leave Type e Annual Leave Allocate by Leave Line Batch Input is done by using the required Leave Line for Leave allocation e g Line 02 Sick Leave etc All Leave will be allocated to the designated Leave Line Example Leave Line gf 02 Sick Leave 128 Leave User Manual S oftline VIP O 20
119. ing the current period is displayed in brackets e g 9 yr 5 mth means that the employee has been in service for 9 years and 5 months excluding the Current Period Softline VIP Leave User Manual 93 2006 Softline VIP Leave Start Date The Leave Start Date defaults to the Date Engaged but may be altered if necessary When you click in this field the Date Lookup screen will be displayed The Date Lookup screen will August2005 August 2005 2 default to the month and Sun Mon Tue Wed Thu Fri Sat year in which the employee 31 2 3 4 5 6 was employed Close Select the applicable month and year by clicking on the down arrow of the respective Combo boxes e g August 2005 Select the applicable day e g 1 by clicking on number 1 in the Calendar Click on LP lose to return to the Leave Start Date field The day month and year selected from the Date Lookup screen will now display in this field Engaged 1996 08 01 9 yr 5 mth Excl Curr Period Leave Start Date 2005708701 0 yr 5 mth Excl Curr Period 4 Leave Category This field is used to group employees into different Leave Entitlement Categories See Leave Category Codes on page 79 for more information on defining Leave Categories This field defaults t
120. ired option e g ALL All Generated Transactions Generated Transactions ALL All Generated Transactions ALL All Generated Transactions ONE No Generated Transactions ADJ System Generated Transactions GLB Global Generated Transactions Available options are e ALL All Generated Transactions e NONE No Generated Transactions e ADJ System Generated Transactions e GLB Global Generated Transactions e PSG Payslip Generated Transactions e POL Paid Out Leave e DEL Deleted Transactions 184 Leave User Manual oftline VIP 2006 Softline VIP 3 S Example of the Leave Transaction Report Report printed for all employees with Sick Leave Sick Hours and Family Leave Transactions 021 Leave Demo Company LEAVE DETAIL R754 Printed on 30 03 2006 for 31 03 2006 Page 1 Employee Code 001 Employee Name Mr P Ndoro Department FIN Paypoint PTA Category GS Lve Cat ALL RSC 01 Job Grade A Job Title MD Description FROM TO Day Taken Code Reason Ref No C S Note Doctor Practice No Comment Sick Leave 04 04 2005 07 04 2005 Mon 4 0000 OP Operation 45696578 Y Dr L White 45345 234 Wisdom teeth Sick Leave 13 06 2005 17 06 2005 Mon 4 0000 FLU Influenza 45354647 Y Dr G Stone 56775546 Employee Code 002 Employee Name Mr J Montier Department PROD Paypoint DBN Category JM Lve Cat FACT RSC 01 Job Grade C Job Title FLR Description FROM TO Day Taken Code Reason Ref No C S Note
121. is ideal for Leave Planning It is a useful management tool to ensure that there are sufficient employees who are not on Leave during any Period This Report is hard coded and you will not be able to make changes to the Report You may request to print this Report for any Calendar Month e g 200601 for January 2006 The list of Leave Types which have been defined will be displayed and you may choose to print All Leave Types or just a selected Leave Type e g Annual Leave El All Leave Types Select Y tick whether you want employees with no Leave Transactions to be included in the Report as well For each employee who has the selected Leave Type in the requested Period a line is printed showing graphically the days on Leave either by means of an asterisk for overlapping Transactions or by means of the Type of Leave e g A or S or F etc Split Transactions will be printed by means of an indicating the overlapping Dates of these Transactions This Report is very useful for Leave scheduling if you enter Planned Leave Transactions as soon as you have the information i Leave User Manual 179 3 Softline VIP 2006 Softline VIP Example of the Leave by Months Report 027 Leave Premier All Types of Leave selected DEPT P PT EMP CODE EMPLOYEE NAME NDORO CASSEL LEPELO SKOSANA KHAMBULE LOOTS Leave Planned Taken in January 2006 R568 Printed on 13 02 2006 for 31 01 2006 Page 1 lt
122. ith the same Leave Type and Sequence Numbers between 1 and 9 Leave will be deducted in Sequence Number order from 1 to 9 For Leave Lines with the same Leave Type and Sequence Numbers 0 the Leave will be deducted in Leave Line order from top to bottom The same sequence will be followed and will validate against the No Warning Warning and Stop parameter for Lines with and without a Sequence Number No Warning The system will deduct the remaining balance from the first No Warning Line Warning The system will deduct the maximum Value as specified in the Max Val column Stop No credit Values are allowed The Transaction will be rejected if all days hours cannot be allocated CD Calendar Days In this field you select whether Calendar Days or Working Days are to be used for the particular Leave Line Click in this column to specify Y Yes or N No When this field is set to Y Yes Calendar Days will be used When this field is set to N No Working Days will be used 50 Leave User Manual Softline VIP 2006 Softline VIP Tool Tips for the Leave Line screen Tool Tips are available on this screen to explain the meaning or purpose of each field When you right click in any field on any Leave Line the system will display the Tool Tip for that specific field using the Heading at the top of that column as a reference For example Right click in the Yrs field on Leave Line 02 A Tool Tip w
123. itlement will be displayed where entries will be made manually and these entries will default to the employee s Leave Days screen LD General Leave Lines FE pi No Description Unt Ent Vihen Hecur Yrs Cyc Date Value To Excess Clear Taken Warn gt Due Max val 01 Annual O j Zero SttCyc wW aming 3 00 DtEng Zero Never Warning 02 Sick Leave Y 03 Maternity A g Zero Never No Warning Y 04 Family Days 3 00 Sol 1 00 DtEng Di 04 Zero SttCuc Waming 54 Leave User Manual oftline VIP 2006 Softline VIP 3 Sons Using Methods of Calculation for Leave Entitlement Accessing Leave Entitlement Methods of Calculation from the Leave Menu Click on Leave Click on Leave Methods Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control ME Calendar Global Leave Activation Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global Leave Pay Activation Leave Pay Validation Reports OR Accessing Leave Entitlement Methods of Calculation from the Leave Lines screen Click on the Methods column of the applicable Leave Line e g Annual Leave 051 Leave Demo Co Leave Days Control 2006 01 31 11 of 12 General Leave Lines No Description Unit Method When Recur Yrs Cyc Date Value To Excess Clear Taken Warn gt Due MA faros Des Seem v 100 De
124. keep record of for employees activated for the 8 week rule Apply the 8 week Rule for Sick Leave Iv 12 Months Observation Cycle Once you have selected Y ticked this field you can enter the number of months you want the system to keep record of e g 12 Months In order for the 8 week Rule to be applied successfully a Note must be selected on the Leave Lines screen for Sick Leave See Options on the Leave Lines screen from page 44 for more information Leave Methods When this field is activated Y ticked Leave Entitlement Methods of Calculation may be used To activate this field for the first time you will need the help of a VIP Consultant Once the field is activated you will have free access to Leave Methods See Leave Entitlement Methods of Calculation on page 54 for more information on Leave Entitlement Methods of Calculation Validate Reference Numbers If you select Y tick this field the system will validate Reference Numbers entered for Leave Transactions If this field is activated Y ticked you will not be able to enter Transactions with the same Reference Numbers for the same Leave Type The same Reference Number may be used for different Leave Types If this field is not activated you will be able to enter Leave Transactions with the same Reference Numbers i e duplicate Reference Numbers will be allowed 42 Leave User Manual Softline VIP 2006 Softline VI
125. l Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports 3 Softline VIP Leave User Manual 29 O 2006 Softline VIP The Leave Menu All Leave Administration areas as discussed in the section Finding you way around the Leave Administration Module on page 25 and as listed on the Leave Administration Reference map on page 26 are found on the Leave Menu Accessing the Leave Menu Click on Leave Click on the required option Click on the option you require Further Sub Menu options are available from the Leave drop down Menu e g Leave Batches and Global Leave Activation from where you click on the option you require 30 Leave User Manual j I 2006 Softline VIP 3 Softline V i Routing codes Instead of using the Menu Options you can route to several other screens and options by entering different Routing codes on an employee s screen These codes must be entered in the Routing box at the bottom of the screen or you can click on 22 to display the codes then double click on the required code to access that screen Q You must have View Full Access Rights to the screen you want to route to 051 Leave Demo Co Leave Days Screen Click on LA to display the Routing codes poooz afar Description CD Meth Ent Cyc Date History Limit ue S Allocatec 30 00 2006 02 01 0 0000 100 0 a wee ao om 0000 00 3 00 2006 02 01 0 0000 0 0 6 00 2007 01 01 0 0000 20 2 00 2007 01 01 0 0000
126. lculate the E one seee Allocation A Value of 0 00 must be used in the Days Hours column Or Equal Multiple Cycle End Formula Leave User Manual 83 3 Softl mg VIP 2006 Softline VIP Option 3 Using the LC option Employees get 1 day Sick Leave for every 26 days worked for the first six months 30 days in month 7 for the next 30 months and thereafter the employees receive 36 days for each 3 year Cycle Leave Category Code Sick Leave Policy S Leave Policy A user defined Description may be used e g SL for Sick Leave The 01 indicates 1 Month in Service 07 indicates 7 Months in Service etc ITA Or Equal Multiple Cycle ormul End Formula Stat oreo 2 m Care must be taken when defining Leave Categories and when setting up the relevant Leave Entitlement Methods of Calculation Phone the VIP Call Centre or your VIP Consultant for assistance with defining Leave Categories and setting up Leave Entitlement Methods of Calculation 84 Leave User Manual j 2006 Softline VIP 3 Soft S VIP Adding a Leave Category Code Accessing Leave Category Codes Clickon Leave Click on Leave Categories The Leave Category Codes screen will be displayed Click on to add your own Leave Category Codes and Descriptions j Leave User Manual 85 3 Softl Ing VIP 2006 Softline VIP Example Annual Leave Entitlement for Fac
127. lick on Data for All Companies When making a Full Q When making a Backup for one company only click on Data for this Company When System Backup i e all data and program Files click on Data Files and Programs 204 Leave User Manual ftline VIP 2006 Softline VIP Softline The Backup of Data screen will be displayed The From Directory field will default to your current pren O VIP Premier directory in which you are working Click on Browse in order to locate the correct location to use for the Backup The Backup File name will default to VIPBUP ZIP but may be altered e g CO021 ZIP Once you have clicked on Browse the Browse for Folder screen will be displayed a 314 Floppy 4 Local Disk C 42 ADVISOR CI AFROX 47 Backup 42 Christie 42 CLASSIC20A 47 dassic20c Y CLASSIC21A 42 CLASSIC218 Select the correct disk drive to use for the Backup j Leave User Manual 205 3 Softl mg VIP 2006 Softline VIP The following warning message will be displayed N A Jen If the Backup has been successful the following message will appear pe If the Backup has NOT been successful the following message will appear x ence Restore Options The Restore Options that correspond to the Backup Options are e Data for this Company e All Data Files and e All Files on Backup If you hav
128. lidation will delete stored records if the employee is no longer on Leave Pay and warn you if there is no Leave Pay record for an employee who is still on Leave Pay Take a Backup before performing Leave Pay Validation Accessing Leave Pay Validation Clickon Leave Click on Leave Pay Validation Once the validation is completed a screen similar to the following is displayed This screen shows the number of employees on Leave with and without Leave Pay records as well as the total number of employees on Leave It also shows whether any Leave Pay records have been deleted 3Softline VIP Leave User Manual 2006 Softline VIP 147 148 Leave User Manual i 2006 Softline VIP 3 Softline VIP D Softline VIP Chapter 6 Global Leave Activation In this Chapter 4 Global Leave Activation o Leave Methods of Calculation o Leave Recalculation o Leave Line Changes o Global Leave Transactions o Global changes for Work Week o Global linking of Leave Category Code o Purge Leave Transactions 2 Softline VIP Leave User Manual 149 2006 Softline VIP 150 Leave User Manual j 2006 Softline VIP 3 Softline VIP Global Leave Activation Global Leave Activation forms a purposeful functional part of Leave Input Global Leave Activation allows you to change certain fields for all or a group of employees according to their Department Pay Point Category Job Grade Leave Category Payslip Display Code Ethni
129. m Sue Varo CANS v 20 DE Wag oe SE aes 03 Metemiv Das No Warming 04 i Days SttCyc Warming Y Y L a SttCyc Stop Y Y SttCyc Warming Never No Warning ftline VIP Leave User Manual 3 Softline 2006 Softline VIP 55 The Methods of Calculation screen will be displayed 051 Leave Demo Co Leave Methods 2006 01 31 11 of 12 AA Click on Closel to exit the Methods of Calculation screen Click on Add Change or Delete for the Leave Entitlement Methods screen to be displayed Methods of Calculation for Leave Entitlement may be added modified or deleted on this screen id Leave User Manual 2006 Softline VIP Softline VIP Adding a Leave Entitlement Method of Calculation On the Methods of Calculation screen click on Add If you have accessed the Leave Entitlement Methods of Calculation screen from the Leave Menu the following screen will be displayed 051 Leave Demo Co Add New Method 2006 01 31 11 of 12 Click on the Leave Line for fev lt lt which the Method must be Maternity added e g 01 Annual Study Sport SickHours If you have accessed the Leave Entitlement Methods of Calculation screen from the Leave Lines screen the following screen will be displayed automatically 051 Leave Demo Co Add New Method 2006 01 31
130. mation General Information 4 en eere rennes sauna uu uuu uu RR RR RR RR RR RRRRRRRRRRRRRR RR SNR SRRRSRRGRRRRRRRNRRRXi3 203 Backup and Restore enne ertet em t eoe ei ea e te mde ea NO due o n Eee ru ein 203 R b ild File Inde iini erro topa AN tiens 207 Access Control PEA E IPOD OU I UII UII EEUECERSE 208 vii D Softline VIP Chapter 1 Introduction In this Chapter Introduction Support Tools amp Contact Details Conventions Installing the Leave Administration Module i Leave User Manual 3 Softline VIP O 2006 Softline VIP Leave User Manual i 2006 Softline VIP Softline VIP Introduction The Leave Administration Module for VIP Premier has been designed to enable users to efficiently manage Leave Administration within the framework of the Basic Conditions of Employment Act BCEA This Module contains essential information which enables Leave Administrators to capture accurate and updated Leave Information and assists them in managing Leave as part of the HR function effectively The Leave Administration Module allows for Processing of Leave Data using Information Technology Utilising existing fields in the Payroll and integrating these fields with Leave Administration Capturing of Leave Policy Information Specifying various Types of Leave and Leave Accumulation Defining Leave Category Codes to allocate Fixed Leave Entitlements based on Years in Service Ranges
131. minated employees in the Current Processing Period Please note that Planned Leave will not process for Terminated Employees 162 Leave User Manual z 2006 Softline VIP Softline VIP Global changes for Work Week The Global changes for Work Week function allows you to globally apply changes made to the Number of Days in Work Week and Working Days fields These changes update the respective fields on the employees Leave Days screens These changes may be applied to all employees in the company or to a specific group of employees in the company e g employees belonging to a particular Department Category Pay Point Job Grade Leave Catergory Payslip Display Code Ethnic Group Country 1 Country 2 Security Clearance Religion or Bloodgroup Example The Number of Days in Work Week and Working Days fields must change for all employees in Leave Category FACT Change the Number of Days in Work Week to 6 days Change the Working Days to Monday Tuesday Wednesday Thursday Friday and Saturday Solution Accessing Global changes for Work Week Click on Leave Click on Global Leave Activation Click on Global changes for Work Week Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation J Leave Methods of Calculation Leave Recalculation Leave Line Changes Global Leave Transactions
132. mployees for Leave Taken e e 2 Softline VIP Leave User Manual 13 2006 Softline VIP 14 Leave User Manual 2006 Softline VIP Softline VIP Leave Legislation The Basic Conditions of Employment Act BCEA supplies information to the employer with regards to the minimum Leave Benefits that accrue to an employee The employer is allowed to grant the employees more Leave than prescribed in the BCEA as it is more beneficial to the employee These benefits will however not be regulated by the BCEA but by the Company Policy of that employer Chapter 3 of the BCEA which deals with Leave does not apply to an employee who works less than 24 hours a month for an employer When dealing with the payment of Leave Taken by employees there are two important definitions to consider Depending on the Type of Leave the employee has taken it will either be paid out at Remuneration or at Wage It is important to distinguish between these two definitions in order to pay the employee correctly See Payment to employees for Leave taken on page 19 for a detailed discussion of Wage and Remuneration Annual Leave The Annual Leave Cycle will be a period of 12 months starting on the employees date engaged In a Cycle an employer must grant an employee at least e 21 consecutive days on full Remuneration or e by agreement one day of Annual Leave for every 17 days worked or e by agreement one hour of Annual Leave
133. must pay an employee for a day s Family Responsibility Leave e the wage the employee would ordinarily have received for work on that day and e onthe employee s usual pay day The employer may require reasonable proof before paying the employee for the Leave taken An employee s unused entitlement to Leave in terms of this section lapses at the end of the Annual Leave Cycle in which it accrues 18 Leave User Manual oftline VIP Q 2006 Softline VIP 3 S Payment to employees for Leave taken The schedule to the Basic Conditions of Employment Act published in Gazette Number 24889 and effective from 1 July 2003 specifies the inclusion and exclusion of various types of payments for the calculation of Wage and Remuneration Depending on the Type of Leave taken the employer would compensate the employee either at Remuneration or at Wage for the Leave period The only Type of Leave Paid Out at Remuneration is Annual Leave while Sick Leave and Family Responsibility Leave are Paid Out at Wage Notice Pay and Severance Pay however is paid at Remuneration as well The best place to start when determining an employee s Wage or Remuneration is with the definitions of both these terms Definition of Wage Wage is defined in the BCEA as the amount of money paid or payable to an employee in respect of ordinary hours of work or if they are shorter the hours the employee ordinarily works in a day or week From this definition it can be seen t
134. must thus be linked to Line 01 Annual Leave Leave User Manual 79 3 Softline VIP O 2006 Softline VIP Leave Category Codes may be linked to Payroll Analysis Codes e g Department Category Job Grade Job Title and Regional Services Council Codes This linking is specified on the General screen of the Leave Control screen See Options on the General screen from page 39 for more information When Leave Category Codes are linked to Payroll Analysis Codes the Leave Category must be linked to each defined Payroll Analysis Code e g OPER Operations Department FACT Leave Category FACT Department Descriptions Code OPER Report Description operations Screen Description perations Leave Category fact Factor The pre defined Leave Category Code ALL is automatically generated by the system Existing employees in the current Processing Period are automatically linked to this code but the linking may be altered i e you may link the employees to other Leave Category Codes When adding a new employee to the system you must link the employee to the relevant Leave Category Code An unlimited number of user defined Leave Category Codes may be added Due to the complexity of the setup of Leave Categories and Leave Entitlement Methods of Calculation examples used in this User Manual are based on monthly paid companies only Phone the VIP Call Centre or your VIP Consultant for assistance wit
135. n Menu the drop down menu for that area will be displayed In this section the Leave Menu options will be discussed Accessing the Leave Menu options Using the mouse From the Main Menu click on Leave A drop down menu for this area will be displayed From the drop down menu click on the option you want e g Leave Days Control Using the keyboard From the Main Menu hold down the Alt key and type the underlined letter e g Alt L for Leave A drop down menu for this area will be displayed Type the underlined letter e g D for Leave Days Control Sub Menu Options Some Menu options may be divided into Sub Menus and are indicated with a gt on the drop down menu For example Global Leave Activation is a function of the Leave Administration Module and is therefore listed on the Leave drop down Menu A separate drop down Sub Menu displays all the available Global Leave Activation options e g Leave Methods of Calculation Leave Recalculation etc Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation D Leave Methods of Calculation Leave Recalculation Leave Line Changes Global Leave Transactions Global changes for Work Week Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global linking of Leave Category Code Globa
136. n and only one Transaction will be created If a Transaction is entered for a Future Period it will be shown as one Planned Transaction but there may be one two or more Transactions depending on the number of Period End Dates that are exceeded as you roll over into the relevant Period s e For Leave Lines with the same Leave Type and Sequence Numbers between 1 and 9 Leave will be deducted in Sequence Number order from 1 to 9 For Leave Lines with the same Leave Type and Sequence Numbers 0 the Leave will be deducted in Leave Line order from top to bottom The same sequence will be followed and will validate against the No Warning Warning and Stop parameter for Lines with and without a Sequence Number e When the Allow changes to Leave Transactions field has been selected Y ticked on the Leave Control screen and you delete a Transaction that has been Split across Pay Periods or over more than one Line a System Generated Transaction will be created to indicate that the whole Transaction has been deleted This Transaction will be indicated by the description Multi Line Period Transaction Deleted in the Comment field on the System Generated Transactions screen 118 Leave User Manual Softline VIP 2006 Softline VIP 3 Example 4 The 8 week Rule for Sick Leave The 8 week rule for Sick Leave Where an employee is absent from work without a medical certificate sick note on more than two occasions during an 8 week period the employer
137. n be imported into other applications e g Microsoft Excel where it can be changed Exit Select exit if you do not want to print the Report you have selected i Leave User Manual 193 DSoftline VIP 2006 Softline VIP e Printing the Report to a Printer After selecting to Print a Report the defaults from the Report Control Line will be displayed You can alter the defaults if necessary The number of copies number of lines per page last print line and Condensed or Normal printing will default to those specified on the Report Control Line of the Report Click on to continue with the printing click on to make changes to the default settings or click on Cancel to exit the printing option Print Setup stielHP LaserJet 120 Here you select e The name of the printer you require All the printers which have been O specified in your Windows i setup are available from a 8 es this Combo box The Paper Size and Paper Network _ Cancel Is Leave User Manual 2006 Softline VIP Softline VIP On the Printer Selection screen Option 1 and Option 2 refer to the printers which have been specified on the VIP Hardware screen 021 Premier Demo Printing Reports 2005 05 31 03 of 12 Option 1 and Option 2 To use the printer settings which have been defined on VIP s Hardware screen click on Option 1 or on Option 2 The Hardware screen can be accessed as an option from the I
138. n employee to Q The dismissal of any employee because of her pregnancy intended pregnancy or any reason resume work after Maternity Leave Protection of employees before and after the birth of a child No employer may require or permit a pregnant employee or an employee who is nursing her child to perform work that is hazardous to her health or the health of her child During an employee s pregnancy and for a period of 6 months after the birth of her child her employer must offer her suitable alternative employment on terms and conditions that are no less favourable than her ordinary terms and conditions of employment if e the employee is required to perform night work or her work poses a danger to her health or safety or that of her child and e itis practicable for the employer to do so i Leave User Manual 17 3 Softline VIP O 2006 Softline VIP Family Responsibility Leave This section applies to an employee e who has been in employment with an employer for longer than 4 months and e who works for at least 4 days a week for that employer An employer must grant an employee during each Annual Leave Cycle 3 days paid Leave which the employee is entitled to take e when the employee s child is born e when the employee s child is sick or e in the event of death i e the employee s spouse or life partner or the employee s parent adoptive parent grandparent child adopted child grandchild or sibling An employer
139. n one Pay Period sign indicates that the Transaction has been split across Pay Periods 2 Split over more than one Line This split happens when there is more than one Leave Line with the same Leave Type and therefore the Transaction is split over various Leave Lines according to the availability of Leave on each Line A amp sign indicates that the Transaction has been split over more than one Line in the Current Processing Period e No Date changes are allowed for Split Transactions If you want to make Date changes you will have to delete and re enter these Transactions You are only allowed to make changes to the Reason Comments Note Reference Number Doctor s Name and Practice Number if applicable for Split Leave Transactions e Ifa Transaction is split over Leave Lines and across Pay Periods the same Transaction Date will be used for all Lines in the same Period For Planned Leave a future Transaction Date will be used e If a Leave Line is set up with Warning and a Max Value on the Leave Control screen a warning message will be generated once the allowable Maximum Value has been exceeded when the Transaction is entered e If a Transaction is entered with dates that overlap from the Previous Period into the Current Period only one Transaction will be created i e a Split Transaction will not be created If the Transaction is only entered in the Period where the Transaction ends the system will not split the Transactio
140. nformation A Leave Note Doctor s certificate has been received Leave Reason FLU Influenza Comments Employee gets flu regularly Doctor s Name Dr J White Practice Number 45688 9 Solution 1 The Employee Control screen before the Transaction 1999 12 01 The employee has 30 Sick Leave days available in the Current Cycle 2002 03 01 2008 12 01 2006 12 01 2006 12 01 2006 12 01 2 Click on the New Tm button at the bottom of the screen j Leave User Manual 103 3 Softline VIP 2006 Softline VIP 3 Select the applicable Type of Leave from the Combo box e g S Sick Leave E A Annual Leave F Family Leave M Maternity Leave S Sick Leave 4 Enter the Start and End Dates of the Transaction Click on the required dates or enter the dates in the field provided at the bottom of the screen e g enter 20060109 for the Start Date and 20060111 for the End Date Leave Calendar UE A summary of the entered information will be displayed at the top of the screen The selected days will be highlighted in blue e g 09 10 and 11 January EJ spe edd ELSI BETETE BIE EI3EE E s s ET al s 00 LI mE E s s ET s s Click on Yes if the dates entered are correct BEREEBE BBC BEERE IBIEIEIB ES BERBE IBIBEEEEB BB 2006 01 09 2006 01 11 SEE You may change the number of Days in this field if required Click on J
141. nitial Entry screen Standard Windows Printing Uses the Windows default You must ensure that there is not a conflict between the various printing options that you choose If on the Windows Print Setup screen you select the name of the printer which is defined as Option 1 on your VIP Hardware screen and then choose Option 2 on VIP s Printing Reports screen you will get odd results For example the first line of the Report might consist of peculiar characters as the printer cannot recognise the escape codes which have been sent to it i Leave User Manual 195 3 Softline VIP 2006 Softline VIP e Displaying Reports on Screen If you select to print the Report to the Screen the Report will be displayed on the Screen The whole Report might not necessarily fit onto the Screen at once Leave Planned Taken in JANUARY 2006 R568 Printed on 2005 12 08 for 2006 01 31 Page Printed on 2005 12 08 052 Leave Demo Company All Types of Leave selected Mr B Habana PT 002 Mr J Rhodes ox XX x x JHB 003 Mr J Manetsa AA Overlapping Leave A Annual Leave S Sick Leave a Sport Leave EE Hows Use the Scroll bar and the Up and Down arrows to move to different parts of the Report Buttons at the bottom of the Screen I4 This button allows you to move to the first page of the Report M This button allows you to move to the last page of the Report
142. o ALL but may be changed Click on the for the list of pre defined Leave Category Codes to display Click on the required option and then on Select You may also add a new Leave Category Code at this stage When you select to change this field the following message will be displayed 9 Changing Leave Category could alter your gt Leave Entitlement Click on Yes if you want the Do you want to Continue system to accept the change j Le 94 Leave User Manual oftline VIP 2006 Softline VIP 3 Softline The Leave Category may also be linked to an Analysis Code e g Department on the Leave Control screen See Options on the General screen from page 39 for more information If the Leave Category is linked to an Analysis Code it will be displayed as a lowlighted inaccessible field and you will not be able to make changes to this field Fields in the Summary portion of the Employee Control screen Description CD Meth Ent Cyc Date History Limit Due Stat Allocated Taken DueEnd Planned TE 01 Annual 6667 0 0000 13 6667 0 0000 4 E c RE RE 03 Maternil l 0 0000 0 0000 0 0000 0 0000 M HM OPEM 05 Stud N 01 2007 01 01 0 0000 2 0 M 0 0000 5 0000 0 0000 5 0000 0 0000 b 06 N 01 2007 01 01 0 0000 0 0 2 MEE _ eee c 07 SickHours N 00 0 000
143. ompany 051 This option may only be used with the help of the VIP Call Centre or a VIP Consultant as you need an authorisation code in order to perform this function Contact the VIP Call Centre for assistance with copying the General screen and or Leave Lines on the Leave Days Control screen from one company to another Contact the VIP Call Centre for assistance with moving Leave Lines from one Line to another Softline VIP Leave User Manual 53 2006 Softline VIP Leave Entitlement Methods of Calculation Leave Entitlement can be determined according to Methods of Calculation If the parameter Leave Methods on the General screen of the Leave Control screen is activated Y ticked you will be able to add Methods of Calculation for Leave Entitlement for any Leave Line Leave Methods v This Function allows one to create Methods of Calculation for the Leave Entitlement This Leave Methods parameter can only be activated with the help of the VIP Call Centre or a VIP Consultant Once this field has been activated Y ticked the heading Method will be displayed on the Leave Lines screen for all Leave Lines indicating that Methods of Calculation are in use General Leave Lines R amp StrtCyc 02 Sick Leave Y Never Warning 03 Maternity y Y Never No Warning 94 Family Days BA Y 1 00 DtEng x o Zeo smt Warming If this field is not activated the heading Ent
144. on Excluded for Remuneration Calculating Wage and Remuneration Calculating an employee s Wage is quite straightforward It can only be an amount paid in money and it must be for the normal hours an employee has worked while with Remuneration it becomes more complicated Payments made in both money and in kind forms part of Remuneration which means certain Fringe Benefits could also be included The definition states that the payment must be for work done and not specifically for ordinary hours worked by employee Since payments for work done are so important it is easier to calculate Remuneration by distinguishing between payments for work done and payments to enable an employee to work the former being included in Remuneration and the latter being excluded Example Components that form part of the employees Remuneration and Wage respectively from the information below A Company g Earnings Deductions Contributions Fringe Benefits Salary Tax UIF Company Car Overtime UIF Pension Reimbursive Travel Pension 20 Leave User Manual 2 Softline VIP 2006 Softline VIP Solution Wage The only amount this employee received in money for ordinary hours worked is Salary Note that Overtime is not a payment for ordinary hours of work Remuneration In order to decide which components to include a distinction must be made between payments for work done and payments to enable an employee to work
145. on Global Leave Activation iiisciscciicccecssesceceinocsjecsdascensvccundnavdecedvaasessovcduecucscdeavdaccateccasenceusdvexcet 151 Leave Methods of CalculatiON ccocccociconnnaninanonaninaconaconaco nano ncnn aran rro nro nora nnne enn r ra narra nn 152 Leave RECalCUlatl OM as iii didas 156 vi LEAVE LINE CHANGES mesicne 158 Global Leave Transactions esirin cen ro tcn Lr rn tnn kh kn ak kc n caa na ia saca na RR Ra iain coo 160 Global changes for Work Week assesses nn nineteenth nh nnne tnit nnne 163 Global linking of Leave Category Code i i i i i i i i a i a a a a a nennen nnn nnn 165 Purge Leave Transactions cocus e cornu coti A AENA e cuo sai Ran acera ga OS 167 Chapter 7 Leave Reports Leave Reports 1 eeesieiiesieeieeseena en aau uan nannan 173 Reports Menus OVGrvieW ss ec eia e tendeur a EEEE 173 Leave ROO Sii lala 178 Leave by Months Report nn ra nnnnnnnrononnnrrnnnnanennnnanrannnnanenss 179 Leave Transaction Report mcaiionciciici aci ida 181 Leave Summary Report aiei ae decd condi eren ie enin fd ee ke EEEa Late Rue cts sono AFER pies 186 Leave Batch Transaction List occcccccccnononcononnnnnnonononannonnnnnnnnonannn nnn nnne nua nnn rn nnn nnn 191 PINTO REPO Scott ia dE ee Obs ceux Eo sense 193 Exporting and Importing Reports Li nnn nnn nnne nnne nnn nnn nnne nnn 198 Chapter 8 General Infor
146. on Value number of days hours that is entered and or imported use the Type of Leave indicated e g Annual Leave as well as the Sequence Number order for the Leave allocation to be performed You may select to do Batch Input by using Leave Type Codes See Leave Batch Entries from page 126 for more information about different options during Batch Entries The Leave Transactions Report can be printed according to the selected Leave Type Code The Leave Type Code will print as an option on the Leave by Months Report See Leave Reports on page 173 for more information about these Reports Leave User Manual 71 Softline VIP 2006 Softline VIP Accessing the Leave Type Codes screen Clickon Leave Click on Leave Type Descriptions Type Descriptions The Leave Type Codes screen will be displayed Up to 30 Lines are available to define various Leave Type Codes s St Lose es and Descriptions F Family Family Use the Scroll bar to access all M Maternity Maternity Lines a Sport Leave Sport Leave b Study Leave Study Leave c Sick Hours Sick Hours For Line 05 up to Line 30 only F lower case letters are allowed for 9 user defined Leave Lines e g b h for Study Leave on Line 06 i k I 72 Leave User Manual Softline VIP 2006 Softline VIP Adding or Changing a Leave Type Description On the required Leave Line e g Line 11 click in the Report Description col
147. pping dates The information for these employees will not be imported updated Enter Leave Transactions during Leave Payment This option allows you to enter Leave Transactions on the Payslip screen This option is connected to the use of Methods of Calculation If this option is selected Y ticked LT codes must be used in the Leave Method of Calculation If this option is not selected LDxx codes must still be used in the Leave Method of Calculation See page 54 for more information about Leave Entitlement Methods of Calculation as well as page 120 for Leave Transactions on the Payslip screen Leave Category Linked To Click on the down arrow to select any of the Payroll Analysis Codes displayed in the Combo box to link the Leave Category to It is not mandatory to link the Leave Category to a Payroll Analysis Code For more information on Leave Categories see Leave Category Codes on page 79 Softline VIP Leave User Manual 41 2006 Softline VIP Apply the 8 week Rule for Sick Leave This option allows you to choose if you want to apply the 8 week rule for Sick Leave and for which period If this function is activated the system will automatically set an indicator against employees that take Sick Leave without a medical certificate or sick note three times Within an 8 week period Observation Cycle The purpose of the Observation Cycle is to indicate the number of months that you want to
148. py Reports may be copied from one line number to another Click on Copy and you will be prompted to enter the line number from which the Report must be copied as well as the line number to which the Report must be copied Example i Copy Reports inlx Please enter the From and To line numbers Copy From To 154 Continue Realno Click on Realno for the Report Real Numbers to display Please note that this is not the number next to the Report but a unique number allocated to each Report When you receive Updates or Enhancements or want to Export Import Reports the Reports are referred to by their Real Number due to the fact that the order of the Reports may be altered on screen CS Change Sequence This option is used to move Reports from one line to another Click on ICS and you will be prompted to enter the line number from which the Report must be moved as well as the line number to which the Report must be moved Example lox Please enter the From and To line numbers Move From To Continue Softline VIP Leave User Manual 175 2006 Softline VIP cc Change Cheque Print Positions Click on EC if you need to change the Cheque Print Positions CP Change Payslip Positions Click on CP if you need to change the Payslip Print
149. quity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation Leave Methods of Calculation Leave Recalculation Leave Line Changes Global Leave Transactions Global changes for Work Week Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global linking of Leave Category Code Global Leave Pay Activation Purge Leave Transactions Leave Pay Validation Reports 160 Leave User Manual Softline VIP 2006 Softline VIP The Global Leave Transactions screen will be displayed Select the required Leave Line from the options listed in the Combo box e g 01 Annuali Sick Leave Family Maternity Annual2 Annual3 Study Annual Hrs 2006 12 18 2007 01 03 Select the applicable Start and End Dates by making the necessary selections on the Date Lookup Calendar screen which appears when you click on each of these fields respectively Please note that this function will not look at individual screen Working Days Enter the correct Number of Days e g 11 0000 Click on the for the list of existing Leave Reasons to be displayed Select the relevant Leave Reason e g SD for Shutdown i Leave User Manual 161 3 Softl mg VIP 2006 Softline VIP Click on All Employees in this example Click on the required Radio button e g Include to include Ter
150. r normal Payroll Fields such as Earnings or Deductions See the section on Methods of Calculation in the Premier User Manual for general information about Methods of Calculation Enter Leave Method of Calculation This field is used to enter the Method of Calculation for the Leave Entitlement A formula consisting of up to eight steps only can be set up in a Method of Calculation This method has to be set up in a logical order from step 1 to step 8 Enter a for a list of Methods of Calculation Codes to display These codes may be used in the Method of Calculation 60 Leave User Manual i 2006 Softline VIP DSoftline VIP A new code LC Leave Category is available when defining Methods of Calculation for Leave Entitlement This option may be used to pick up the Years Months in Service and Values as stored on the Leave Category Code field on the employee s Leave Days screen When LC is entered in a method three options are available ud indicates that the Years in Service must be equal to the criteria specified in the Years Months column of the Leave Category n indicates that the Years in Service must be up to and including the criteria specified in the Years Months column of the Leave Category indicates that a Multiple Cycle is used e g Sick Leave entitlement in the first 6 months of service is equal to 1 day for every month worked and thereafter an
151. riod plus the Leave accrued may not exceed this ceiling e Carry Forward Multiples of the Limit This allows multiples of the specified unit to be carried to the specified Leave Line as Leave Taken Softline VIP Leave User Manual 47 2006 Softline VIP To Specify the Line Number to which the Leave must be Carried Forward Excess This field is used to specify what must happen to any excess Leave which remains after the Carry Forward limit has been applied In the Combo box click on the Leave Line Number to which the excess must be added or click on Zero if the excess is to be zeroed Clear Taken This option indicates when the employee s History as shown under the Leave Cycle information on his her Leave Days screen is to be cleared Valid options are e Emp Yr Employee Year The Leave Taken will be cleared at the anniversary of the employee s Date Engaged each year e Jan Dec Month Number The Leave Taken will be cleared in the specified month For example if you click on July the Leave will only be cleared in July for all employees The Leave is cleared when you roll into the specified month e Never Never Cleared The Leave Taken will never be cleared e Strt Cyc Leave Cycle End Date The Leave Taken will be cleared at each employee s Leave Cycle End Date Warn gt Due This column determines whether you want to be warned or stopped if the Leave Transaction you have just entere
152. rive You may select to copy Reports TO a Company or TO an Interface File When selecting to copy to an Interface File you will be prompted to specify the Drive Letter e g C drive When selecting to copy to a Company you will have the facility to select more than one Company to copy to Make your selection on the Company Selection screen by simply clicking on the Companies you want to include in this selection 001 PM Demo Company 002 PM Reports Co 022 Leave Demo Co 051 Leave Demo Co 052 Leave Demo Co 053 Leave Demo Co 060 Demo Co 060 061 Demo Co 061 062 Demo Co 062 Monthl 2006 02 28 1 063 Demo Co 063 2006 02 26 520 Leave Demo Co 2006 04 30 j Leave User Manual 199 3 Softl me VIP 2006 Softline VIP You will then be asked to enter the Real Number of the Report to be Exported Imported a Enter the Real Number here A confirmation screen similar to the one below will appear The updated export import information for each company is displayed on this screen Click on Closel to exit this screen once the export import procedure has been completed i Leave User Manual 2006 Softline VIP Softline VIP D Softline VIP Chapter 8 General Information In this Chapter Backup and Restore Rebuild File Index Access Control Softline VIP Leave User Manual 201 2006 Softline VIP 202 Leave User Manual i 2006 Softline VIP 3 Softline
153. rom the Main Menu you select the area in which you want to work e g Leave for which further menu options will be displayed in a drop down menu format Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation Leave Type Descriptions Leave Reasons Leave Categories Leave Batches Global Leave Pay Activation Leave Pay Validation Reports Radio buttons These are a set of buttons where one choice must be made For example when entering Leave information via a Batch you must click on one of the Radio buttons to make the necessary selection Batch Options Allocate by Leave Type Split e Allocate by Leave Line Allocate by Earning Method LTx C Select Select means to choose an item You may select an item either by double clicking on it or by clicking on it so that it is highlighted The E 4 button is used in cases where an item is first highlighted and selected instead of by double clicking on the item 23 Softline VIP Leave User Manual 9 2006 Softline VIP Toolbar button icon This refers to the graphic buttons in the Toolbar just beneath the screen description at the top of the screen You can click on a Toolbar button icon to move to a different screen Case Sensitivity VIP is case sensitive This means that Leave Type A is no
154. s Peta bea lie ea E ira 16 Practice Number EE ME 107 Print Batch s core ecseesesvsisvceecscievseswsasceccccsecees vais cvs dastereesvaas Ex Ora Peso cit x oe Ee E im TEE s peris 138 Printing Reports 2 eer cct r roter erre tren eere nate rnnt o metre ere a Dna tiennent none ia RIEA 193 Proof of Incapacity ste recede tL et Eee recede ee a tse os At ORE Ted rente 16 P blic HolidaYS our EE 68 Purge Leave Transactions A ee A li 167 R Range of Baten miii ada ala aa ada ND Aaaa 142 Real npo D 198 Rebuild File Toda a A iaa 207 celsior A AA 46 Reference Number 322488 satire dare rapa a TAAA TAAN A AA adi 49 A EP 15 Reports cR 173 Restore Options Ep a CO a 206 ROUTING COMES T 31 S Second Entry Screer isis eie eo reno besote enr erae EE e ot Te aaa A Reb serai nent ent o ovn naine aan soiree 28 Sequence Numbers ITO TTD DD IQ IQ LLL ILL 50 Medii p EE 16 Split across Pay Perlods cet a 118 Split over more than one Line eeeeeeeeeeeeeee enne enne nnne nennen nnn nnne rana eee nnn nn nen anur Raia ries iin 118 Split Transactions cuoco eer eere ieu ede evo ede ever c em ev ante E ova du Rete RE Ede nv e tea xx ee d Uk Res 118 Standard Eeave Reports 5 eei on entente tenen reri danse ree eredi ria a ERE OE eda rca 179 3 Softline VIP Leave User Manual 213 2006 Softline VIP Statutory Leave Types cocotero riera 49 Sub Ment Opt viii EE 29 Support TOO
155. s from one VIP company to another It is also possible to copy Reports from a VIP company to an Interface File e g a disk or to import Reports from an Interface File into a VIP company When selecting a Report to export or import always remember to use the Real Number of that Report This number is not the number that appears next to a Report on the VIP Reports Menu To determine the Real Number of the Report click on the RealNo button on the Reports Menu This Export Import routine is also used when Statutory or other Reports must be imported when they are sent to you with an Update or Enhancement Exporting Importing Reports Click on Reports Click on Export Import Reports Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Reports and Maintenance Cheque Print Positions Payslip Print Positions gt Export Import Reports Print Audit Trail You will be advised to take a Backup before Exporting Importing Reports It is advisable to do BACKUP before selecting Import Export Report options 198 Leave User Manual ftli ine VIP 2006 Softline VIP Softline You may select to copy Reports FROM a Company or FROM an Interface File When selecting to copy from a Company you will be prompted to specify the Company Number e g 51 When selecting to copy from an Interface File you will be prompted to specify the Drive Letter e g the C d
156. stration Module for the first time On this screen there are two Index tabs indicating that there are two different screens on which information can be specified namely e The General screen and e The Leave Lines screen The General screen contains all the Leave Parameters and the Leave Lines screen is used to define the different Leave Lines to be used in the company Accessing the Leave Days Control screen Click on Leave Click on Leave Days Control Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information rerum Leave Methods Calendar Global Leave Activation 3 Leave Type Descriptions Leave Reasons Leave Categories Leave Batches gt Global Leave Pay Activation Leave Pay Validation Reports i Leave User Manual 37 Softline VIP 2006 Softline VIP Q The Routing code LC may also be used to access the Leave Control screen from any of the employee s screens The Leave Control screen will be displayed Two Index tabs indicate that U51 Leave Demo Co Leave Days Control 2006701731 11 of 12 there are two different screens FOIE A H E on which information can be specified Click on the option you require To activate the Leave Methods option for the first time you will need the help of the VIP Call Centre or a VIP consultant Contact the VIP Call Centre to activate the Leave Methods option on this screen and
157. t Start in the next Processing Period 96 Leave User Manual Softline VIP 2006 Softline VIP Planned When you enter a Leave Transaction for a future Processing Period the days will be reflected in this column These days will be updated to the Leave Taken field in the Processing Period in which the Leave starts You cannot access this field T The Leave Type Code for each Leave Line as entered on the Type Leave Lines screen is displayed Leave Types A S F and M will automatically be allocated to the Statutory Leave Lines Calculating Leave Period Information Example The employee is entitled to 20 Leave Days per year At the start of the Processing Period he has accumulated 12 days The employee takes 2 days Leave during the Processing Period Determine the employee s Leave days available at the end of the Processing Period Solution Due at Start 12 Allocated 1 6667 calculated by the system using 20 12 1 6667 Taken 2 Due at End Current Period Due at Start Allocated Due at End 12 1 6667 11 6667 3 Softline VIP Leave User Manual 97 O 2006 Softline VIP Tool Tips for the Employee Control screen Tool Tips are available on this screen to explain the meaning or purpose of each field When you right click in any field for any Leave Line the system will display the Tool Tip for that specific field using the Heading at the top of that column as a reference For
158. t if Warning has been selected and overlapping dates are not allowed and no Batch Input may be done for employees with overlapping dates if Stop has been selected The Current Leave Planned Leave and Total Leave fields will be calculated automatically If you have selected the Split option for the Allocation of Transactions across Pay Periods on the Leave Control screen and a Transaction is entered with dates that overlap from the Current Period into the next Period s there will be a Current Leave Transaction for Leave up to the Current Period End Date and a Planned Transaction for Leave taken in the next Pay Period s The conditions for Split Transactions as explained on pages 40 50 and 118 are applicable here as well Click on the down arrow for the Note Received Combo box and make the relevant selection Available options are Yes No and N A Not applicable Enter the Name of the Doctor if required Enter the Practice Number if required The Name of Doctor and Practice Number fields are used when you are entering Sick Leave Transactions and have selected Yes in the Note Received field Enter the Reference Number Up to 15 characters are available for this field If you have selected to validate Reference Numbers for Leave Transactions on the Leave Control screen the same Reference Numbers for the same Leave Type will not be allowed The same Reference Number for different Leave Types will be allowed Enter any
159. t the same as Leave Type a Floating window A Floating window is displayed in front of a window that is already displayed It can be moved by dicking on the Title bar at the top of the Floating window and then dragging it to another part of the screen Forced Entry Sequence on certain fields In certain cases VIP might not do what you expect when you press the lt Tab gt key or when you click or double click on a field This is necessary to ensure that mandatory fields have been entered completed Message boxes These appear in the middle of the screen You can dlick on the Title bar at the top of the message and hold down the left mouse button while you drag the message to another part of the screen There are different types of messages used in the VIP Premier System namely e Error messages Where you must take notice of an error that has occurred while working in the system e Information messages Remind you of an action to be taken if you are using the feature which is mentioned e Warning messages Where you must take notice of the message and take the necessary action e Interrogation messages You are asked a question that must be acknowledged for example you have to click on either Yes or on INo depending on the result that you require 10 Leave User Manual oftline VIP Q 2006 Softline VIP 3 S Installing the Leave Administration Module The Leave Administration Module is a Licen
160. t to HCC Options Jobs Leave Options go to and then click on Select to RE css bop lcoMamenance eru ut move directly to that screen or MEAE Leave Fiocalcuation double click on the Routing code Select On this screen you will find two Index tabs indicating that there are two screens from where Routing codes may be selected e The Payroll Index tab displays the Routing codes for Payroll Options as well as Memos System Definitions Job Information HCC Options and Leave Options e The HRM Equity Skills ESS Index tab displays the Routing codes for the Personnel History Options Reminders Skills Options Employment Equity Options as well as the options for the Employee Self Service Module Payroll Routing codes are discussed in detail in the VIP Premier User Manual which you would have received when you purchased the VIP Premier Payroll System Employee Self Service are licenced Modules and you will only be allowed to access screens for the Modules for which you are licenced Contact VIP Sales if you are interested in using any of these Modules Job Management HCC Personnel History Employment Equity Skills Development and 32 Leave User Manual j oftline VIP 2006 Softline VIP 3 5 Toolbar buttons The toolbar icons or buttons at the top of the employee screens give access to other functions and screens that are frequently used while
161. taken in the Current Period and 7 days are planned for the next Period e After the roll over to the next Pay Period the following is expected to happen The Leave Due at End for Line 01 Annuali should become 3 0001 where 1 3334 Due at at Start for the next Pay Period 1 6667 Allocated 3 0001 The Planned Transaction will be converted into a Current Transaction The Planned Transaction of 7 days taken will become a Current Transaction of 7 days taken Only 3 0001 days are available on Line 01 Annuali therefore 3 9999 days will have to be deducted from the next available Annual Leave Line 116 Leave User Manual i 2006 Softline VIP 3 Softline VIP eo Example of the Transactions screen in the next Pay Period Note Reference No Comment Type Description From Date To Date Fist 2006 02 01 2006 02 09 Wed Tazen 3 9339 3 0001 Code Reason Annuali A Annuali 2006 02 01 2006 02 09 Wed A Annuall 2006 01 30 2006 01 31 Mon 2 0000 Re pe over more than one Leave Line Leave User Manual More than one Transaction is displayed for this Split Transaction The amp indicates that the Transaction has been split in the Current Processing Period 117 Softline VIP O 2006 Softline VIP General Information about Split Transactions Transactions can be split in two ways namely 1 Split across Pay Periods The system creates a split Transaction if dates overlap over more tha
162. ted inaccessible You first have to click on the heading of the required List box e g Type or Lines for the options in the List box to become activated Then select a specific line by clicking on the line The N No indicator on that line will be changed to Y Yes If you want to include all Leave Types and or all Leave Lines click on the Select All button at the bottom of the List box All lines will be changed to Y zYes 3 Softline VIP Leave User Manual 183 O 2006 Softline VIP Transaction Dates Enter the required From and To Transaction Date Range The Date Lookup screen will be displayed when you click in the From and To fields respectively for you to make the necessary selections If you leave these fields blank no Date Range is specified and All Transaction Dates will be printed With Transactions Without Transactions Here you may select to include employees who have Transactions within the specified Date Range or you may select to include employees who do not have Transactions within the specified Date Range Select Y tick the option s you require First Day of Leave on Select tick the applicable option e g select Mon and Fri if you want to print all employees who are always taking Sick Leave on a Monday or a Friday Generated Transactions Click on the down arrow for the list of options to be displayed Make your selection by clicking on the requ
163. to different Leave Categories Defining Leave Entitlement Methods of Calculation Capturing and altering Leave Transactions for all employees Capturing Leave Transactions by using Batch Input Importing employee Leave Information Allocation of Transactions across Pay Periods Application of the 8 week Rule for Sick Leave Global Activation of Leave Information and Generating and printing standard Leave Reports This Reference Manual will guide you through all the important functions of successful Leave Administration in VIP Premier 2 Softline VIP Leave User Manual 3 2006 Softline VIP Support Tools If you have any queries relating to your Leave Administration Module or experience any problems while capturing and processing Leave Information you can get support in various ways You can refer to your User Manual that you obtain when purchasing the Leave Administration Module This fully detailed User Manual guides you through all the necessary steps for successful Leave Administration and introduces you to all the features of this Module One of VIP s most valuable services is Classroom Training The Leave Administration Workshop has been developed to assist you in becoming an effective and well educated Leave Administrator and provides you with practical hands on guidedance in using this Module Contact your nearest VIP branch for more information You can contact your nearest VIP branch to arrange a Consultation where you
164. tory Workers Years Months in Service Entitlement 0 1 Year 15 Days Leave 1 2 Years 18 Days Leave More than 2 Years 20 Days Leave Solution Click on Add to enter the details of the new Leave Category Code The Add Leave Category screen will be displayed FACT Factory Workers Factory Annual Leave Annual Leave Annual Leave 50 Lines are available for specifying Years Months in Service and the applicable Value in Days Hours Use the Scroll bar to access all Lines Analysis Code to be used with the General Ledger Account Structures setup is available on If you are licenced to use the General Ledger Module an additional field to enter the GL this screen 86 Leave User Manual j 2006 Softline VIP 3 Soft s VIP Fields on this screen Option Explanation Code Enter the Code which may be up to 4 alpha numeric characters long e g FACT Report Description Enter the Report Description which will be printed on Reports e g Factory Workers Screen Description Enter the Screen Description which will be displayed on the relevant screens e g Factory Description Lines 01 50 50 different Lines are available for specifying Service Period Ranges with Leave Entitlement Days Enter a meaningful Description for each Line Up to 20 alpha numeric characters are available for the Description on each Line Years Months in
165. umn and enter a meaningful Report Description which may be printed in Reports The Report Description may be up to 25 alpha numeric characters long lt Tab gt to move to the Screen Description Column The first 15 characters from the Report Description default to this field but may be altered if required The Screen Description will display on screen and may be up to 15 alpha numeric characters long Deleting a Leave Type Description On the required Leave Line e g Line 11 click in the Report Description column and delete the Leave Type Description The following message will be displayed 2 Are you sure you want to delete this Type Yes Click on Yes You will not be able to delete a Report Description of a Type that is used on the Leave Control screen Leave User Manual 73 3 Softline VIP O 2006 Softline VIP Leave Reason Codes Leave Reason Codes are user defined codes that are used for analysis purposes When a Leave Transaction is entered a Leave Reason may be specified for the Transaction It is advisable to define these Leave Reason Codes so that standarised Reason Codes are used throughout the company for all Leave Transaction entries For example it may be necessary to establish how many employees have been absent because of Influenza Therefore by using the Leave Reason Code FLU for Influenza queries for Sick Leave Transactions may be done in a fast and efficient manner Lea
166. v Transactions eto interi corre redet iaa ax 160 Global linking of a Leave Method of Calculation ss 152 Global linking of Leave Category Code se 165 I Importing Leave Batch6s 5 eiecti rtg rre Dia tio PE FER EXXRAREERR REFER EXRARNREYR MEER tenta ten tent tt dela ae et 143 3 Softline VIP Leave User Manual 211 2006 Softline VIP Initial ENV SCEE EIE TIE OIL LII ILS 27 Input Based Leave Entitlement eeeeeeeeeseeeeeeee enne enne nnn nnn nnn nnn nu nan n natns sa ann nnn 65 Installing the Leave Administration Module ooccccccccncinnnnnononeninininenenenonenonononononennnononnnnneneneneneninnns 11 L LC Leave Category option eeeeeeee enne nennen nnne nnn nnn nnn nnn nn nr n nr nr nr naa nrnnrn sa nnn 61 81 Leave Administration Reference map nennen enne nennen nnn nennen nnn nnn nnn nnn nnne nnns 25 Leave Batch EMOS ss oils ecrire eiat eet rennen ge hh terere el ect asset et ek rore tire dis ob ec XR ERR Ee EE a Hee iuis 126 Leave Batch InpUt zi cce e mr a dera ren nt 125 Leave Batch Transaction LiSt scoctiscecevssciedisetvecevesecncdvsvsnerectaet eoe eae yo Fete be Re zh ak ea Punt Les aue dy ena dna and at 191 L ave by Months Report wcities em 179 Leave Calendar iii 68 Leave Days Control screen cores iaa ii ia a nt ati 37 IRSE Er TM Dm 91 Leave Entitlement Methods of Calculation iii 54 Leave Input on the Payslip screen eeeeeeeeeeeeeeeeeee nnne
167. ve Pay Periods LP e Hours per Period HPM e Working Hours per Day HPD e Value Value and e Calendar Days in Period DIP Multiplied by The following options are available e Hours HRxx e Total Hours THxx e Shifts this Period STP e Shifts this Month SM e XS screen Xxx e Days in Service Total DTS e Value Value and e Calendar Days in Period DIP Softline VIP Leave User Manual 63 2006 Softline VIP Example Entitlement Value divided by Calendar Days multiply by Days in Service 1 6667 31 x 18 0 9678 Plus Entitlement Value Divided by Multiply by OPTION 2 If Calendar Days are less than The specified Calendar days must be entered in this field e g 15 days Then Allocate If the days are less than the specified days two options are available e Half e g 1 6667 divided by 2 or e None The applicable option can be selected by clicking on the Radio button next to the option Example If Calendar Days are Less than Then Allocate Half 64 Leave User Manual Softline VIP 2006 Softline VIP Example of an Input Based Leave Entitlement Method of Calculation The company has an agreement with the employees that instead of paying overtime employees accrue 1 5 hours for every overtime hour worked Overtime hours are stored on Line 02 of the Hours screen Solution 1 Ac
168. ve Reasons can be entered per Leave Type e g all the Leave Reasons that are applicable to Annual Leave will be grouped together Leave Reasons can be defined as part of the System Parameters or while entering Leave Transactions Any 4 character code may be used The following System Generated Leave Reasons exist POL Generated when a Method of Calculation with LDxx is used and input is done on the Payslip screen PSG Generated when a Method of Calculation with LTx is used and input is done on the Payslip screen without specifying a Reason Code ADJ Generated when changes are made to Leave Due at Start Also with a Start of Period procedure when any Leave is lost due to the Carry Forward Value that was specified GLB Generated for any Global Transactions without Reason Codes Accessing Leave Reason Codes and Descriptions Click on Leave Click on Leave Reasons Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Leave Information Leave Days Control Leave Methods Calendar Global Leave Activation gt Leave Type Descriptions ME Leave Categories Leave Batches Global Leave Pay Activation Leave Pay Validation Reports 74 Leave User Manual i 2006 Softline VIP 3 Softline VIP The Leave Reason Codes and Descriptions screen will be displayed Click on the for the list of existing Leave Types to be displayed S
169. will be entitled to withhold payment for those number of absent days This option is selected on the General screen on the Leave Days Control screen See Options on the General screen from page 39 for more information If the 8 week Rule for Sick Leave function is activated the system will automatically set an indicator against employees that take Sick Leave without a medical certificate or sick note three times within an 8 week period An Observation Cycle can also be specified The purpose of the Observation Cycle is to indicate the number of months that you want to keep record of for employees activated for the 8 week rule e g 12 Months In a monthly paid company the previous two months is seen as the 8 week Period In a weekly biweekly paid company the Previous Period s End Date and 56 days back is seen as the 8 week Period Example In a monthly paid company the current Processing Period is January An employee has no Sick Leave Transactions prior to January In January this particular employee takes Sick Leave twice without presenting a medical certificate sick note In February the employee takes Sick Leave again also without presenting a medical certificate sick note When the roll over into the month of March is performed the system will check the Sick Leave Transactions for the previous two months e g January and February The 8 week Rule will thus be activated in March for this employee A red message stating that
170. will receive personal one on one assistance with your specific Leave Administration requirements You can contact your nearest VIP Call Centre for assistance via Telephonic Support The various VIP branches and their contact details are listed on the next page Remember to quote your SITE code when you phone in My Company Details Company Name SITE Code 4 Leave User Manual i 2006 Softline VIP 9 Softline VIP Contact Details Pretoria Head Office 012 420 7000 is 012 420 7344 Port Elizabeth 041 502 7500 E 041 373 9811 Johannesburg 011 602 7600 Es 011 803 9204 Bloemfontein 051 444 5673 Is 051 444 5672 Cape Town Q 021 938 3800 eS 021 930 0301 Gaborone 09267 318 7445 Es 09267 395 3250 Durban 031 242 5900 Es 031 266 0943 Windhoek Q 0926461 22 6572 US 0926461 22 6573 National Contact Number South Africa 0861 55 44 33 Website www softlinevip co za E mail info vippayroll co za Softline VIP Leave User Manual 2006 Softline VIP Conventions The VIP Premier System is Windows based and as such adheres to Windows standards wherever this is possible If you are familiar with Windows this Manual will be easy to follow In general keys such as Tab and Enter are used as they are in other Windows applications This Manual is a hands on Reference Manual gu
171. y See Options on the Leave Lines screen from page 44 for more information Example 01 Annual Method No 04 aj When to Allocate Star of Cycle E Entitlement Days Enter Leave Method of Calculation Cycle End Rounding LI Method Rounding El To oo Description Conditions for Calculation of Pro Rata Leave Pro Rata for New Employees only if Fixed Cycle Date is ad as Cycle Date option Select Y tick to activate this option If the Input Based option is selected no pro rata can be done and the Conditions for Calculation of Pro Rata Leave portion of the screen will be empty If the Start of Period Month SoM option is selected the Leave for New and Terminated employees in the Current Processing Period may be Pro rated using one of the two pro rata options available See Conditions for Calculation of Pro Rata Leave below for more information Softline VIP Leave User Manual 59 2006 Softline VIP Entitlement Days This field is used to enter the Entitlement Days e g 20 00 for 20 days Example al Start of Month 20 00 formula cannot be specified in the Enter Leave Method of Q Once you have entered a Value for Entitlement Days a Calculation field Entitlement Calculation When setting up Methods of Calculation for Leave Entitlement the same principles with a few exceptions apply as when setting up Methods of Calculation fo
172. y girl x C Cancelled S Split Transaction Split over Periods amp Split over Multiple Lines P Planned Leave i Leave User Manual 185 3 Softline VIP O 2006 Softline VIP Leave Summary Report The Leave Summary Report prints a Summary of Leave Transactions as per the specified criteria You may select the specific Leave Line as well as the specific Fields such as Due at Start Allocated Due at End etc for the selected Leave Line When printing this Report you may specify detailed Employee Selections as well as comprehensive Transaction Selections 186 Leave User Manual 2006 Softline VIP Softline VIP Employee Selections Option Explanation Employee Analysis Range You may select to print all employees in the company or a specific group of employees in the company e g employees belonging to a particular Department Category RSC Code Pay Point Job Grade Job Title or Leave Category Employee to Print The default selection will include all employees from the first to the last employee but specific employee codes may be entered Selection Criteria Click on the Select button to select the criteria The following screen will be displayed Selection Criteria Start Value End Value 8 Week Indicator ON Select Y tick next to the applicable field Enter a Start Value as well as an End Value for the selected field s Example Sel
173. yed Print Leave Fields to Print PP Entilement PP Due at End Entitlement History Y Y Y Y Y Y Y Y Here you may select the Field s that you want to print Select a specific line by clicking on the line The Y Yes indicator on that line will be changed to N No 3 Softline VIP Leave User Manual 189 O 2006 Softline VIP Example of the Leave Summary Report Report printed for Line 01 Annual Leave for all employees with the following selected fields Entitlement Due at Start Allocated Taken and Due at End 021 Leave Demo Company LEAVE SUMMARY R755 Printed on 30 03 2006 for 31 03 2006 Page 1 01 Emp Code Employee Name Annual Dept FIN P Pt PTA Cat GS Grade A Council 01 Job Tit MD Lve Cat ALL 001 Mr P Ndoro Entitlement 15 0000 Due at Start 11 2500 Allocated 1 2500 Taken Due End 12 5000 Dept PROD P Pt DBN Cat JM Grade C Council 01 Job Tit FLR Lve Cat FACT 002 Mr J Montier Entitlement 15 0000 Due at Start 8 2500 Allocated 1 2500 Taken 5 0000 Due End 4 5000 Dept ADM P Pt CPT Cat GS Grade B Council 01 Job Tit CL Lve Cat ALL 004 Mr L Lepelo Entitlement 15 0000 Due at Start 11 2500 Allocated 1 2500 Taken Due End 12 5000 Dept PROD P Pt JHB Cat SM Grade E Council 01 Job Tit FLR Lve Cat FACT 006 Mr T Khambule Entitlement 15 0000 Due at Start 7 2500 Allocated 1 2500 Taken Due End 8 5000 Dept ADM P Pt JHB Cat JM Grade

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