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Prior Payroll System (BPP) Leave Record

Information from the OUS Financial Administration Standard Operating Manual (FASOM)

Employee Data -- Data Elements Associated with the Leave Record.

  1. General

    This section describes the data elements associated with the leave record.

    1. Data element list

      Number Element Name Format (N=Number)
      Leave balances
      330 Sick Leave, Current Balance NNNN.NN
      331 Vacation, Current Balance NNN.NN
      332 Personal Leave, Current Balance N.NN
      333 Exchange Leave, Current Balance NNN.NN
      334 Compensatory Leave, Current Balance NNN.NN
      Leave accrued, month to date
      335 Sick Leave Accrued, Month to Date NN.NN
      336 Vacation Accrued, Month to Date NN.NN
      337 Exchange Leave Accrued, Month to Date NNN.NN
      338 Comp. Leave Accrued, Month to Date NNN.NN
      Leave accrued, year to date
      339 Sick Leave Accrued, Year to Date NNN.NN
      340 Vacation Accrued, Year to Date NNN.NN
      341 Exchange Leave Accrued, Year to Date NNNN.NN
      342 Comp. Leave Accrued, Year to Date NNNN.NN
      Leave used, month to date
      343 Sick Leave Used, Month to Date NNN.NN
      344 Vacation Used, Month to Date NNN.NN
      345 Exchange Leave Used, Month to Date NNN.NN
      346 Comp. Leave Used, Month to Date NNN.NN
      347 Personal Leave Used, Month to Date NN.NN
      348 Other Leave Used, Month to Date NNN.NN
      Leave used, year to date
      349 Sick Leave Used, Year to Date NNNN.NN
      350 Vacation Used, Year to Date NNN.NN
      351 Exchange Leave Used, Year to Date NNNN.NN
      352 Comp. Leave Used, Year to Date NNNN.NN
      353 Personal Leave Used, Year to Date NNNN.NN
      354 Other Leave Used, Year to Date NNNN.NN
      Leave adjustment, increase, month to date
      355 Sick Leave NNNN.NN
      356 Vacation NNN.NN
      357 Exchange Leave NNN.NN
      358 Compensatory Leave NNN.NN
      359 Personal Leave N.NN
      Leave adjustments, increase, year to date
      360 Sick Leave NNNN.NN
      361 Vacation NNN.NN
      362 Exchange Leave NNN.NN
      363 Compensatory Leave NNN.NN
      364 Personal Leave N.NN
      Leave adjustments, decrease, month to date
      365 Sick Leave NNNN.NN
      366 Vacation NNN.NN
      367 Exchange Leave NNN.NN
      368 Compensatory Leave NNN.NN
      369 Personal Leave N.NN
      Leave adjustments, decrease, year to date
      370 Sick Leave NNNN.NN
      371 Vacation NNN.NN
      372 Exchange Leave NNN.NN
      373 Compensatory Leave NNN.NN
      374 Personal Leave N.NN
      Hours worked
      375 Hours Worked, Six Months NNNN.NN
      376 Hours Worked, Month to Date NNNN.NN
      377 Hours Worked, Year to Date NNNN.NN
      Other elements
      378 Last Leave Transaction Date NNNNNN
  2. The Elements

    1. Hours worked

      1. General

        Hours-worked elements are used to record the total hours for which an employee is paid. Each month, the number of hours an employee works and the hours of leave an employee takes, which are taken from time and attendance records, are added to these elements. The hours-worked elements, in turn, are used to calculate sick leave and vacation earned each month. The following are included included in calculations of hour worked:

        • Regular hours worked
        • Sick leave hours taken
        • Vacation hours taken
        • Exchange leave hours taken
        • Compensatory leave hours taken
        • Personal leave hours taken
        • Other leave with pay hours taken

        Note that overtime hours and hours worked during a holiday are not included in the value of these elements.

      2. The elements

        Hours Worked, Six Months (375)
        This element contains the total hours worked and paid leave taken during an employee's first six months of service. This element is reset to zero at the fiscal year's end unless the employee is still in his or her first six months of service.

        Hours Worked, Month to Date (376)
        This element contains the regular work hours, including paid leave, reported for an employee for the previous month. It is reset to zero after monthly reports are run.

        Hours Worked, Year to Date (377)
        This element contains the regular work hours, including paid leave, reported for the employee for the current fiscal year. It is reset to zero after year-end reports are run in July.

    2. Leave balances

      1. General

        These elements contain leave balances as of the cut-off date for time and attendance records used during the most recent leave file update. If an end-of-month cutoff is used, the balance is as of the last day of the previous month. If a mid-month cutoff is used, the balance is as of that date in the previous month. The time and attendance record cutoff date should be the same as the payroll cutoff date.

      2. The elements

        Sick Leave, Current Balance (330)
        Vacation, Current Balance (331)
        Personal Leave, Current Balance (332)
        Exchange Leave, Current Balance (333)
        Compensatory Leave, Current Balance (334)

    3. Leave Accrued, Year to Date

      1. General

        These elements contain gross leave hours credited to an employee since the beginning of the fiscal year, July 1. They do not reflect hours of leave taken. The values of these elements are reset to zero after the June and year-end reports are run in mid-July.

      2. The elements

        Sick Leave Accrued, Year to Date (339)
        Vacation Accrued, Year to Date (340)
        Exchange Leave Accrued, Year to Date (341)
        Compensatory Leave Accrued, Year to Date (342)

    4. Leave used, year to date

      1. General

        These elements contain cumulative totals of leave hours taken since the beginning of the fiscal year, July 1. The values of these elements are reset to zero after year-end reports are run in mid-July.

      2. The elements

        Sick Leave Used, Year to Date (349)
        Vacation Used, Year to Date (350)
        Exchange Leave Used, Year to Date (351)
        Compensatory Leave Used, Year to Date (352)
        Personal Leave Used, Year to Date (353)
        Other Leave Used, Year to Date (354)

    5. Leave accrued, month to date

      1. General

        These elements contain leave hours accrued during the previous month based on the most recent time and attendance records. The values of these month-to-date elements are added to the corresponding Leave Accrued, Year to Date elements during file update. These elements are reset to zero after monthly reports are printed.

      2. The elements

        Sick Leave Accrued, Month to Date (335)
        Vacation Accrued, Month to Date (336)
        Exchange Leave Accrued, Month to Date (337)
        Compensatory Leave Accrued, Month to Date (338)

    6. Leave Used Month-to-Date

      1. General

        These elements contain paid leave hours taken during the previous month and reported on time and attendance records. They do not reflect leave balance adjustments. The values of these month-to-date elements are added to the corresponding Leave Accrued, Year to Date elements during file update. These elements are reset to zero after monthly reports are printed.

      2. The elements

        Sick Leave Used, Month to Date (343)
        Vacation Used, Month to Date (344)
        Exchange Leave Used, Month to Date (345)
        Compensatory Leave Used, Month to Date (346)
        Personal Leave Used, Month to Date (347)
        Other Leave Used, Month to Date (348)

    7. Leave balance adjustments

      1. General

        These elements are used to to correct errors in leave balances. They are not applied to leave-accrued or leave- used elements. An adjustment increases or decreases the applicable leave balance by the hours entered. Month-to-date elements are reset to zero after monthly reports are run; year-to-date elements are reset to zero after year-end reports are run.

      2. The elements

        Sick leave balance adjustment elements

        • Sick Leave Adjustment, Increase, Month to Date (355)
        • Sick Leave Adjustment, Increase, Year to Date (360)
        • Sick Leave Adjustment, Decrease, Month to Date (365)
        • Sick Leave Adjustment, Decrease, Year to Date (370)

        Vacation balance adjustment elements

        • Vacation Adjustment, Increase, Month to Date (356)
        • Vacation Adjustment, Increase, Year to Date. (361)
        • Vacation Adjustment, Decrease, Month to Date (366)
        • Vacation Adjustment, Decrease, Year to Date (371)

        Exchange leave balance adjustment elements

        • Exchange Leave Adjustment, Increase, Month to Date (357)
        • Exchange Leave Adjustment, Increase, Year to Date (362)
        • Exchange Leave Adjustment, Decrease, Month to Date (367)
        • Exchange Leave Adjustment, Decrease, Year to Date (372)

        Compensatory leave balance adjustments

        • Compensatory Leave Adjustment, Increase, Month to Date (358)
        • Compensatory Leave Adjustment, Increase, Year to Date (363)
        • Compensatory Leave Adjustment, Decrease, Month to Date (368)
        • Compensatory Leave Adjustment, Decrease, Year to Date (373)

        Personal leave balance adjustments

        • Personal Leave Adjustment, Increase, Month to Date (359)
        • Personal Leave Adjustment, Decrease, Month to Date (369)
        • Personal Leave Adjustment, Increase, Year to Date (364)
        • Personal Leave Adjustment, Decrease, Year to Date (374)
    8. Other elements

      Last Leave Transaction Date (378) This element contains the most recent date when data was entered to the employee's leave record.