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Information Collection
Prior to using the calculator it will be necessary to obtain the information from HRMS as set out below.
NOTE that the details are only required for the calendar year that you are checking accruals. The
HRMS panel names are shown in blue text.
Administer Personnel/Use/General Comments
Check for any comments stating that annual leave accruals have already been checked or adjusted
for the year being reviewed. If the staff member has been rehired or changed their hours since the
comment was added, proceed with using the calculator. If nothing has changed since the date of
comment, no further action should be necessary.
This calculator cannot be used for 52/52 ESC. Contact Schools HR Services for assistance.
Handy Hint Print this sheet to refer to whenever you use the calculator.
Note: Dates to be entered in the following format: 1 January 2006 is entered as 1/1/06.
Use the TAB key to move through the calculator.
Begin Date Return Date Weekly Std Hrs Entitlement
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Total 0.00
STEP 3: Enter Leave without Pay Periods.
Note: Please read the instructions before recording LWOP.
Begin Date Return Date Weekly Std Hrs Less Entitlement
0.00
0.00
0.00
Total 0.00
STEP 4: Click on the appropriate button to import the Leave Table for that year.
This version for 2010 only. Process not requried after eduPay transition
2010
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
1 722 3/29/2010 4/12/2010 8 0
2 722 6/28/2010 7/12/2010 10 0
3 722 9/20/2010 10/4/2010 10 0
4 722 12/20/2010 1/10/2011 12 0
TOTAL 40 0
STEP 5: Enter the relevant weekly standard hours in yellow fields above.
STEP 6: Enter the current annual leave hours balance from HRMS in the yellow box below.
ENTITLEMENT (HOURS) 0.00
ANNUAL LEAVE TAKEN 0 CURRENT HRMS BALANCE
HOURS BALANCE 0.00 ADJUSTMENT (HOURS) 0.00
STEP 7: * If the Hours Balance matches the Current HRMS Balance, no further action is
necessary.
* If the current HRMS balance is negative OR does not agree with the calculated
Hours
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annual leave accrued to cover the period of
required absence over the Christmas vacation period. The
working hours during the year may have insufficient annual leave accrued to cover the
period of required absence over the Christmas vacation period.
The Christmas Vacation Leave Calculator can be used to determine the leave entries
required to record this leave on HRMS. The calculator is available by clicking on the following link
Christmas Vacation Leave Calculator
STEP 8: Only required for estimating leave for a staff member ceasing employment.
January Hourly Rate or current at the closest Hire/Rehire date after January 1.
December Hourly Rate or current at the Termination date, closest to December 31.
Click here to
Ongoing staff members
Scenario 1:
If the staff member commenced employment on or before the first of February in the
current year, the return date recorded on the calculator should be the first day of
February of the following year.
Example: staff member hired 29 January 2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
1/25/2005 None 2/1/2005 2/1/2006
Scenario 2:
If the staff member commenced employment after the first of February in the current
year, the return date entered on the calculator will be through to January of the
following year.
Example: staff member hired 7 March 2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/7/2005 None 3/7/2005 1/7/2006
To print, click
Scenario 2:
If the staff member commenced employment after the first of February in the current
year
and
will still be employed on the last day of Term 4, the return date entered on the
calculator will be to December.
Example: staff member hired 7/3/2005, termination date 22/12/2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/7/2005 12/22/2005 3/7/2005 12/7/2005
Scenario 3:
If the staff member commenced employment after the first of February in the current
year
and
will cease employment before the last day of Term 4, the return date to be entered
on the calculator will be based on completed months.
Example: staff member hired 21/3/2005, termination date 12/12/2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/21/2005 12/12/2005 3/21/2005 11/21/2005
To print, click
Scenario 2:
If the staff member commenced employment after the first of February in the current
year
and
will still be employed on the last day of Term 4, the final return date entered on the
calculator will be to December.
Example
HRMS Dates (Service Details) Weekly Dates for entry on Calculator
Effective Date Effective Date Hours Begin Date Return Date
Hire/Rehire Termination
3/7/2005 4/18/2005 22.8 3/7/2005 4/18/2005
4/18/2005 10/10/2005 34.2 4/18/2005 10/10/2005
10/10/2005 1/27/2006 19 10/10/2005 12/7/2005
Scenario 3:
commenced employment after the first of February in the current year
and
will not still be employed on the last day of Term 4, the final return date to be
entered on the calculator will be based on completed months.
Example
HRMS Dates (Service Details) Weekly Dates for entry on Calculator
Effective Date Effective Date Hours Begin Date Return Date
Hire/Rehire Termination
3/7/2005 4/18/2005 38 3/7/2005 4/18/2005
4/18/2005 10/10/2005 26.6 4/18/2005 10/10/2005
10/10/2005 11/18/2005 38 10/10/2005 11/7/2005
To print, click
To return to calculator, click
LEAVE TABLES
2010
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
2006
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
2007
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
2008
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
2009
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
Step 1 Print a copy of these emailing instructions by clicking on the print button.
Step 2 Create a copy of the calculator sheet by clicking on the copy button.
When you click on the copy button in step 2, excel will create a copy of the calculator sheet
Step 3
in another worksheet. Save this file in Excel -
File > Save As > name file: Annual Leave Adjustment - Staff Member's Name and ID
Number
Step 4 Close the web calculator and open document in Excel. Follow this menu path:-
Completing step 4 will attach the copy of the calculator sheet to a new email message. In
the address line of the email message, enter your regional email address from the global
Step 5
address book (eg Schools HR Northern Metropolitan) and type Annual Leave Adjustment
in the subject.
Step 7 You will be taken back to the copy of the calculator, which you can now close.
The amendment to the leave accruals will be processed by Schools HR Services and you will be
emailed when this has been completed. Depending on the workload of Schools HR Services, the
amendment may take up to four weeks.