Date Specifications - Create Justified Excess Vacation
Use this procedure to establish Justified Excess Vacation (JEV) periods using the Date Specifications (0041) infotype when an employee is over the annual leave maximum of 280 hours and is nearing their anniversary date in which they will lose their EVA quota.
If you create the employee’s JEV period proactively, any EVA will automatically be placed in the JEV quota balance for the designated timeframe.
Please note that the EVA quota balance will only be displayed for Non-MyPortal leave agencies.
Refer to WAC 357-31-215 for the requirements and details needed as stated in 2C of WAC 357-31-215 before establishing a JEV period for your employee.
HRMS has a process to transfer annual leave hours in excess of 280 hours from Quota type 31 (Annual Leave/Vacation) to the Quota type 40 (EVA) and is run after the final payroll for each pay period. Expired EVA hours are not deleted but are end dated with the “deduction to” date. They are no longer available to the employee to use after this date. Only quotas that are available for the employees to use will be displayed on their earnings statement. The employee’s annual leave balance display will be reduced by the number of EVA hours that have expired. This reduction will not be displayed as a negative “adjustment”.
Please note for this example, Liam Hemsworth has 280 hours of annual leave as of April 01, 2026. His anniversary date is April 16, 2026. Liam has been approved for JEV effective April 01, 2026 to June 30, 2026. By using the Date Specification (0041) infotype and establishing the JEV period, when Liam receives his annual leave increment on April 16th it will automatically be placed into the JEV balance.
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Step 1
Enter transaction code PA30 in the command field and click the Enter button.
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Step 2
Complete the following field:
- Personnel no.
- Personnel no.
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Step 3
Click Enter to populate the employee information.
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Step 4
On the Basic Personal Data tab, select the Date Specifications radio button.
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Step 5
In the Time period section, select the All radio button.
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Step 6
Click the Overview button to display all records.
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Step 7
Click the box to the left of the most current record and click Copy.
TIPS:By using Copy, you are end dating the current record and creating a copy of the existing records to add the JEV Begin Date (16) and JEV End Date (17). Using the copy function eliminates unnecessary reentry of the existing date types.
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Step 8
Complete the following fields:
The following fields are mandatory:
- Start Date
- Date Type
TIPS:- The start state for the Date Specifications record should be the same date as the JEV Begin Date.
- If the JEV end date type is not entered JEV will continue to accrue for the employee because in HRMS the end deduction date for JEV is set as 12/31/9999. Enter the end date which is stated on the statement of necessity as the end date.
- The JEV end date only specifies when HRMS will stop accruing JEV, it does not end date the actual record. It is an agency’s responsibility to monitor the end date of JEV based upon the statement of necessity.
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Step 9
Click the Enter button to validate the information.
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Step 10
Click the Save button.