Leave Tracking

Leave tracking is the process of managing time off and benefit accrual balances.

Leave tracking systems work within a defined workflow process and are governed by your organizations benefit accrual rules. Some organization elect to integrate their leave tracking systems with employee scheduling functions, and are able to report the "time off schedule" in the form of an attendance calendar.

One basic decision is:

Where should we calculate and
store the benefit accruals?

There are three options to choose from: You can maintain the rules and perform calculations with your Legiant Timecard System, Human Resource System, or Payroll Software.

Many of Legiant clients have opted to use the Legiant Timecard because their other systems could not handle the complex calculations. The right choice will ultimately depend on your current infrastructure, but it is imperative that all systems are synchronized to share the appropriate information.

Legiant will use the rules and accrual information to allow for leave tracking validation and enforcement. The leave request or timecard edit should warn or prevent the ability to enter Sick, Vacation or PTO time the employee does not have, and should display the balance to the employee and the manager performing edits or requests.

Accrual Guidelines

The most basic plan is an annual grant of hours. The next level of complexity is an accrual calculation. The following chart illustrates a fairly simplistic accrual guideline:

Years of Service	Days Earned per Month	Maximum Accrual
1st through 5th years	1 day	24 days
6th through 10th years, inclusive	1.25 days	30 days
11th through 15th years, inclusive	1.5 days	36 days
16 years and above	1.75 days	42 days

Many organizations would prefer a plain accrual system, but their structures demand a higher degree of sophistication. They must employ complex accrual guidelines that assign variable accrual rates based on modifiers such as overtime, flextime, and premiums.

Regardless of your accrual demands, there are two trends that all leave tracking systems have in common:

1. They demand to be automated. Assigning full time staff to manually track accrual balances and leave requests will exhaust considerable man hours, always produce calculation errors, and never achieve the benefits of real-time information.


2. Their success depends upon a fair, consistent, and impartial calculation and recording of leave time across the organization.

Legiant Timecard has championed leave-tracking automation for years. Our parameter driven software will automate your accrual calculation, leave request, workflow, and reporting. Our powerful rules engine will automatically maintain accrual balances as employees enter their time or use their leave.