Change leave details
As required, to make changes to an employee leave, you can create, and then process a leave change HR request. A leave change HR request focuses primarily on updating leave fields. When you choose the Details action for a leave change HR request, Sparkrock 365 filters the HR Emp. Assignment Entry No. lookup to only display leave assignments. Leave specific fields, such as Leave FTE, Cause of Inactivity Code, Leave Type and so on can be changed as required.
Note
Note:
You cannot use a details change HR request to change a leave assignment.
To change leave details
Choose
, enter hr requests, and then choose the related link.The HR Requests page opens.
On the action bar, choose New.
The HR Request page opens.
On the General FastTab, perform the following steps:
- In HR Reason Code, specify the code that represents a leave change, for example, 37-LEAVE CHANGE.
The No. field is automatically populated. - In Effective Date, specify the date on which the one or more leave changes are to go into effect.
- In Employee No., specify the employee number that corresponds to this HR Request.
- Specify values for other fields as required.
- In HR Reason Code, specify the code that represents a leave change, for example, 37-LEAVE CHANGE.
On the action bar, choose Home > Details.
The HR Request-Leave page opens.
On the Leave FastTab, perform the following steps:
- In HR Emp. Assignment Entry No., specify the number that represents the HR position for which you want to change the leave details.
- In Assignment Start Date, specify the start date for an assignment that is associated with this HR request.
- In Cause of Inactivity Code, specify the code that represents the cause of inactivity for this leave HR request.
- In Leave FTE, specify the leave FTE number.
- Specify values for other fields as required.
- To update the return assignment, turn on Update Return Assignment.
When you turn on Update Return Assignment, Sparkrock 365 automatically populates the Return Assignment Entry No. field. The Return Assignment Entry No. field specifies the assignment entry number that is associated with the return to work assignment.
When a leave change HR request is processed and the Update Return Assignment field is turned on, Sparkrock 365 updates the active assignment that was created from a previously processed full return or leave and return HR request. Specifically, Sparkrock 365 cancels the active assignment, and then automatically creates and processes a details change HR request that creates a return assignment with updated data based on the HR request details.
Alternatively, when a leave change HR request is processed and the Update Return Assignment field is turned off, Sparkrock 365 does not perform these additional steps.
On the Employee Benefits FastTab, update fields as required.
On the Assignment Allocations FastTab, update fields as required.
On the Assignment Allowances FastTab, update fields as required.
Choose Close.
You are returned to the HR Request page.
Process the HR request.
Processing of leave change HR requests where there are date changes
The following sections describe how Sparkrock 365 processes leave change HR request where there are changes to the Calculation Start Date, Calculation End Date, Assignment Start Date, or Assignment End Date.
Changes to start dates
The following sections describe the enhancements to leave change HR request processing for changes to start dates.
Leave change calculation start date or assignment start date is greater than the on leave calculation start date or assignment start date
When processing a leave change HR request, and the Calculation Start Date or Assignment Start Date is greater than the Calculation Start Date or Assignment Start Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Updates the Calculation End Date or Assignment End Date on the original active assignment to be one day less than the Calculation Start Date or Assignment Start Date on the leave change HR request.
- Cancels the on leave assignment.
- Creates an assignment based on the data that is specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a leave change HR request where the calculation start date or assignment start date is greater than the on leave calculation start date or assignment start date.
The following table describes how assignment records appear before Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date |
|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 |
| 37-LEAVE CHANGE | July 16, 2024 | September 30, 2024 |
For this scenario, Sparkrock 365 performs the following steps:
- Updates the Calculation End Date or Assignment End Date on the original active assignment to July 15, 2024.
- Cancels the existing on leave assignment.
- Creates an assignment with the details from the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | July 15, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 16, 2024 | September 30, 2024 | Assignment |
Leave change calculation start date or assignment start date is less than the on leave calculation start date or assignment start date
When processing a leave change HR request, and the Calculation Start Date or Assignment Start Date is less than the Calculation Start Date or Assignment Start Date on the related on leave HR assignment, Sparkrock 365 performs the following steps:
- Updates the Calculation End Date or Assignment End Date on the original active assignment to be one day less than the Calculation Start Date or Assignment Start Date on the leave change HR request.
- Cancels the on leave assignment.
- Creates an assignment based on the data that is specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a leave change HR request where the calculation start date or assignment start date is less than the on leave calculation start date or assignment start date.
The following table describes how assignment records appear before Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date |
|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 |
| 37-LEAVE CHANGE | June 15, 2024 | September 30, 2024 |
For this scenario, Sparkrock 365 performs the following steps:
- Updates the Calculation End Date or Assignment End Date on the original active assignment to June 14, 2024.
- Cancels the existing on leave assignment.
- Creates an assignment with the details from the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 14, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | June 15, 2024 | September 30, 2024 | Assignment |
Changes to end dates
The following sections describe the enhancements to leave change HR request processing for changes to end dates.
Leave change calculation end date or assignment end date is greater than the on leave calculation end date or assignment end date
When processing a leave change HR request, and the Calculation End Date or Assignment End Date is greater than the Calculation End Date or Assignment End Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Retains the original active assignment.
- Cancels the on leave assignment.
- Creates an assignment based on the data that is specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a leave change HR request where the calculation end date or assignment end date is greater than the on leave calculation end date or assignment end date.
The following table describes how assignment records appear before Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date |
|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 |
| 37-LEAVE CHANGE | July 1, 2024 | October 15, 2024 |
For this scenario, Sparkrock 365 performs the following steps:
- Retains the original active assignment.
- Cancels the on leave assignment.
- Creates an assignment with the details from the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 1, 2024 | October 15, 2024 | Assignment |
Leave change calculation end date or assignment end date is less than the on leave calculation end date or assignment end date
When processing a leave change HR request, and the Calculation End Date or Assignment End Date is less than the Calculation End Date or Assignment End Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Retains the original active assignment.
- Cancels the on leave assignment.
- Creates an assignment based on the data that is specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a leave change HR request where the calculation end date or assignment end date is less than the on leave calculation end date or assignment end date.
The following table describes how assignment records appear before Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date |
|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 |
| 37-LEAVE CHANGE | July 1, 2024 | September 15, 2024 |
For this scenario, Sparkrock 365 performs the following steps:
- Retains the original active assignment.
- Cancels the on leave assignment.
- Creates an assignment with the details from the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 1, 2024 | September 15, 2024 | Assignment |
Changes to start dates reversal processing
The following sections describe the enhancements to leave change HR request reversal processing for changes to start dates.
Leave change calculation start date or assignment start date is greater than the on leave calculation start date or assignment start date
When processing a reversal of a leave change HR request, and the Calculation Start Date or Assignment Start Date is greater than the Calculation Start Date or Assignment Start Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Adjusts the Calculation End Date or Assignment End Date on the original assignment to be one day less than the Calculation Start Date or Assignment Start Date of the on leave assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a reversal of a leave change HR request where the calculation start date or assignment start date is greater than the on leave calculation start date or assignment start date.
The following table describes how assignment records appear before Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | July 15, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 16, 2024 | September 30, 2024 | Assignment |
For this scenario, Sparkrock 365 performs the following steps:
- Adjusts the Calculation End Date or Assignment End Date on the original assignment to be June 30, 2024.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Assignment |
| 37-LEAVE CHANGE | July 16, 2024 | September 30, 2024 | Cancelled |
Leave change calculation start date or assignment start date is less than the on leave calculation start date or assignment start date
When processing a reversal of a leave change HR request, and the Calculation Start Date or Assignment Start Date is less than the Calculation Start Date or Assignment Start Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Adjusts the Calculation End Date or Assignment End Date on the original assignment to be one day less than the Calculation Start Date or Assignment Start Date of the on leave assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a reversal of a leave change HR request where the calculation start date or assignment start date is less than the on leave calculation start date or assignment start date.
The following table describes how assignment records appear before Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 14, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | June 15, 2024 | September 30, 2024 | Assignment |
For this scenario, Sparkrock 365 performs the following steps:
- Adjusts the Calculation End Date or Assignment End Date on the original assignment to be June 30, 2024.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Assignment |
| 37-LEAVE CHANGE | June 15, 2024 | September 30, 2024 | Cancelled |
Changes to end dates reversal processing
The following sections describe the enhancements to leave change HR request reversal processing for changes to end dates.
Leave change calculation end date or assignment end date is greater than the on leave calculation end date or assignment end date
When processing a reversal of a leave change HR request, and the Calculation End Date or Assignment End Date is greater than the Calculation End Date or Assignment End Date on the related on leave HR assignment, Sparkrock 365 performs the following steps:
- Restores the original assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a reversal of a leave change HR request where the calculation end date or assignment end date is greater than the on leave calculation end date or assignment end date.
The following table describes how assignment records appear before Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 1, 2024 | October 15, 2024 | Assignment |
For this scenario, Sparkrock 365 performs the following steps:
- Restores the original assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Assignment |
| 37-LEAVE CHANGE | July 1, 2024 | October 15, 2024 | Cancelled |
Leave change calculation end date or assignment end date is less than the on leave calculation end date or assignment end date
When processing a reversal of a leave change HR request, and the Calculation End Date or Assignment End Date is less than the Calculation End Date or Assignment End Date on the related on leave assignment, Sparkrock 365 performs the following steps:
- Restores the original assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
Example
Below is an example to illustrate how Sparkrock 365 processes a reversal of a leave change HR request where the calculation end date or assignment end date is less than the on leave calculation end date or assignment end date.
The following table describes how assignment records appear before Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Cancelled |
| 37-LEAVE CHANGE | July 1, 2024 | September 15, 2024 | Assignment |
For this scenario, Sparkrock 365 performs the following steps:
- Restores the original assignment.
- Restores the on leave assignment.
- Cancels the assignment that was created based on the data that was specified in the leave change HR request.
The following table describes how the assignment records appear after Sparkrock 365 processes the reversal of the change leave HR request.
| HR Reason Code | Calculation Start Date or Assignment Start Date | Calculation End Date or Assignment End Date | Entry Type |
|---|---|---|---|
| 15-NEW HIRE | January 1, 2024 | June 30, 2024 | Assignment |
| 35-ON LEAVE | July 1, 2024 | September 30, 2024 | Assignment |
| 37-LEAVE CHANGE | July 1, 2024 | September 15, 2024 | Cancelled |
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