Time Off Earnings/Starting Balance

The time off tab has two sections. The main landing page shows the Time Off Balances, there is also a link that can be selected for the Time Off Earnings page to input accrual rates and limits for each type of leave.

Add a Starting Balance:

1. While in ‘Administration’ select the ‘Time Off’ tab.

2. Click ‘Add Time Off Starting Balance’.

3. Select the ‘Employee’ from the drop-down.

4. Enter an ‘Effective Date’.

   1. If left blank, the effective date defaults to the employee's hire date.

   2. Verify that the amount entered is the amount as of that date.

      1. For example, if the balance was 100 hours at the beginning of the pay period, but the effective date is in the middle of the pay period, the earnings calculations will not be correct.

   3. Effective dates can also be added after the current date in the case it was missed or added for the future. The application will look for the dates each time a report is run and update according.

5. Enter the ‘Balance’ for each type of leave (Vacation, Sick, PTO, Comp, Flex, etc.)

   1. If the employee does not use one of the leave types, enter 0.

6. ‘Administration Comments’ are comments that show on the Time Off Balance landing page.

7. ‘Time Off Report Comments’ are shown on the ‘Time Off Report’ for the employee and their supervisors to see.

Add Time Off Earnings:

1. While in ‘Administration’ select the ‘Time Off’ tab.

2. Click the link ‘Time Off Earnings’. This is located under the ‘Add Time Off Starting Balance’ button.

3. Click the ‘Add Time Off Earning’ button.

4. Select the ‘Employee’ from the drop-down.

5. Enter the ‘Effective Date’ for the rate.

6. For each type of leave:

   1. Enter the biweekly amount accrued or the percentage accrual based upon hours worked (enter percent as an integer/whole number and do not enter % symbols). 

      1. Note, the application determines which hours are considered working hours by using the 'Include in Hours Worked (Time Off Earnings)' column in the LABOR CODES tab, in Administration.

      2. Enable or disable a 40 hour per week max accrual cap when using ‘percent of hours worked’. This is enabled or disabled in System Settings>EARN_BY_PERCENTAGE_OF_HOURS_MAX 

   2. Choose the ‘Limit Type’ this can be None, Cap, or Carryover.

      1. Cap

         1. This stops accruing once the amount is reached.

         2. Optionally enable Time Off Rollover setup if additional accruals should go towards a different pay type once the cap is met

      2. Carryover

         1. This continues accruing for the current year if surpassed, only the limit amount carries over to the new year.

   3. If applicable enter the ‘Hours Limit'. If ‘Limit Type’ is set to ‘None’ enter a 0 as the leave type’s limit.

   4. Comp and Flex do not accrue biweekly, but they can be limited to a certain number of hours.

7. Enter any ‘Comments’

   1. These would only show in the administration screens for rate changes.