[HR] How to Setup Leave

The HR Leave process allows employees/resources to submit leave requests and managers/supervisors to review and approve the requests. Once the request is approved or denied, the system sends the employee an email notification detailing the status of the leave request.

The first step in the process is to set up leave for your company in the Human Resources module. This involves creating schedule leave codes and approval groups, and assigning codes, groups, and resources in Vista.

How to Create a Schedule Leave Code:

Before leave can be processed in Vista, schedule codes must be created and associated with a leave type. The HR Codes form is used to create schedule leave codes.

1. From the Human Resources module's Program folder, open the HR Code Master form.
2. In the Code Type field, press F4 to select C-Schedule as the code type.
3. In the Code field, provide a unique code used to identify the type of leave.
4. In the Description field on the Info tab, provide a short description of the leave.
   Note: The Certification Period field and Safety Related checkbox are not applicable to leave codes.
5. Because this is a schedule code, the Leave Type box is checked. When this box is checked, this code is made available as an option when creating a leave request.
6. In the PR Leave Code field, press F4 to select a Payroll Leave Code to associate with this HR Leave Code. When a PR Leave Code is specified here, leave total information for the resource displays on the HR Leave Request and HR Leave Approval forms.
7. Save the record.

How to Create an Approval Group:

1. From the Human Resources module's Programs folder, open the HR Approval Groups form.
2. In the Approval Group field, provide a number for the group.
3. In the Description field on the Info tab, provide a short description of the group.
4. In the Primary Approver field, press F4 to select an approver.
5. Check the Email Notification box next to the Primary Approver to send an email to the approver whenever a resource associated with the group submits a leave request.
   Note: Email notifications are sent using the approver's chosen method of delivery in the VA User Profile form.
6. If necessary, in the Secondary Approver field, press F4 to select another approver.
7. If necessary, check the Email Notification box next to the Secondary Approver to send an email to the approver whenever a resource associated with the group submits a leave request.
8. Save the record.

How to Assign an Approval Group to a Resource: 

Once an approval group has been created, you can then assign resources to that group using the Other Info tab on the HR Resources form. Resources may be associated with only a single approval group.

1. From the Human Resources module's Programs folder, open the HR Resource Master form.
2. In the Resource # field, press F4 to select the resource to which you want to assign an approval group.
3. Click the Other Info tab.
4. In the Leave Approval Group field, press F4 to select the approval group.
5. Save the record.

How to Enable User Leave Requests:

Before leave can be processed in Vista, user leave requests must be enabled. To do this, an HR Company and HR Resource number must be associated with the user using the VA User Profile form.

Note: You must have access to the Viewpoint Administration module in order to access the VA User Profile form.

1. From the Viewpoint Administration module's Programs folder, open the VA User Profile form.
2. In the User Name field, press F4 to select the SQL login or Windows network account under which you want to enable leave requests.
3. In the HR Co field on the Info tab, press F4 to select the HR Company to which the user belongs.
4. In the HR Resource field, press F4 to select the resource number associated with the user.
5. Save the record.