AM - Negative Allocated Balance Report

This procedure will take you through the process of generating a Negative Allocated Balance Report

Procedure At-A-Glance
Category: Absence Management Reporting
Audience: Payroll Coordinators, Management, UW Service Center
Overarching Process: Absence Management
Navigation: UW Absence Management Reports > Negative Allocated Balance Report
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General Description

The Negative Allocated Balance Report identifies the employees who have negative vacation and legal holiday allocated balances and / or negative carryover balances. This report is scheduled to run after each payroll confirmation, but it can can also be run ad hoc if need be.  It is a very long running report and is most useful if you limit the parameters. 

Process Inputs

  • Run Control ID: Existing or New Report Request Parameters:
    • As of Date: Enter the date as of which the report is to be run. Department ID: Select this option if you want to run the report at the department level. If you do not know the department code, then you can search for it by clicking on the “” icon. Leave blank for all the departments.
    • HR Status: Select this to run the report selectively for active or inactive HR status. Can select active or inactive status using the “” icon. Leave blank for both the statuses.
    • Eligibility Group: Enter the eligibility group if you want to restrict the search to a particular eligibility group. Leave blank to run for all the eligibility groups. If you do not know the eligibility group, then you can search for it by clicking on the “” icon
    • Employee ID: If you wish to generate a report for a particular employee, then you should use this option. If you do not know the employee ID, then you can search for it by clicking on the “” icon.
    • Union Code: When running a department level report, add the union code if desired. If left blank, the report will retrieve the reports or all the union codes at the department. If you do not know the union code, then you can search for it by clicking on the “” icon.
    • Empl Class  – The following are the different employee classes for which the report can be run. Any combination of the classes can be used to run the report. Check "ALL" to run for all the Empl classes.

Empl Class


Process Outputs

  • Type of outputs available:
    • Email, File, Printer, or Web
  • Formats available for output:
    • CSV, HP, HTM, LP, OTHER, PDF, PS, or SPF
  • Fields on PDF report include: Report ID, Run Control ID, Page No., Run Date, Run Time, Department ID, Business Unit, EmplID, Rcd, Name, HR Status, Empl Class, FTE, Service Date, Union Code, Leave Type Description, Balances.

Procedure Steps

To perform this procedure, please follow these steps:

1. Navigate to UW Absence Management Reports > Negative Allocated Balance Report

2. If you have never created a Run Control ID:
  • Click Add a New Value and enter a run control ID (this can be your initials, name, or any other identifier you choose) and click Add button.

New Value

3. If you have created a Run Control ID:
  • Either enter your Run Control ID and click Search or
  • Click Search and select your Run Control ID

4.  Enter parameters for the Negative Allocated Balance Report. Then click "RUN" to proceed.


5.  On the Process Scheduler Request page, make sure the check box is selected. Then click OK. You will return back to the original screen.


6.  Click on the Process Monitor link to view the status of your report. This directs you to the Process List screen.

Process Monitor

7.  On this screen, look for your process instance and click "Details" when Run Status reads "Success" and Distribution Status reads "Posted". Click the yellow refresh button
     until it successfully posts.


8.  On Process Details screen, click on the View Log/Trace hyperlink to check the output file.

View log

9.  Locate the File List and find the PDF and excel file to view the negative allocated balance report.


10.  The following is a Blank sample of the PDF version of "Negative Allocated Balance Report" for reference.

sample report

11.  The report generated can be saved on a local computer or it can also be retrieved from the HRS at a later time.

Related Policies

  • Not Applicable

Related Jobaids

  • Not Applicable

Related Forms

  • Not Applicable

Keywords:Absence Management Reporting, AM, Leave balance report,negative, negative allocated balance report   Doc ID:31541
Owner:Sandy R.Group:Human Resource System (HRS)
Created:2013-07-10 15:41 CDTUpdated:2016-08-03 09:19 CDT
Sites:Human Resource System (HRS)
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