Setup will be done here: Administration> Time Off

Time off Report

The time off report displays the current balances and uses the Time Off tab data in admin to generate each time it is run. This report is not stored anywhere in your database, but is recalculated each time you run it.

Balances and Earnings

The Time Off tab has 2 sections one for adding balances, one for adding earnings.

Balances:

The default screen when you click on Time Off, is for balance adjustments. Each employee with a balance in payroll will need a starting balance entered with the applicable effective date.

These dates tend to work best when it is set to the first day of a pay period to avoid issues with earnings being calculated. I will talk about the earnings calculations in section 2.

Anytime you have a balance not matching payroll, you can add a new balance to make the adjustment. DO NOT MODIFY AN OLD BALANCE UNLESS IT IS TRULY INCORRECT. Changing an old balance will change your historical data for that time range.Sometimes these are necessary for things like rounding issues, donated time, or pay outs of a time off type. If your employee earns time on an anniversary, you would add a new balance for that as well by combining their current balance with the earned amount with the effective date.

Each new balance will show as a line on the Time Off Report that reads 'Balance brought forward'.

Earnings:

 On the Time Off admin screen, there is a link to Time Off Earnings below the Add Time Off Starting Balance button.

Currently, we do not have anything in our application that allows for automatic changes to the accruals based on pay scales or anniversary dates automatically. This is because every county/city has different rates and rules. If you know an employee is going to have a rate change in the future, you can add an entry effective for that date or pay period and the application will switch to the new rate at that time, but the new rate does need to be entered by someone to show up in the application.

The earnings page allows to you set, per employee, how much to earn. You would need to add a new earning rate for each employee and continue to add them for any employee that has a rate change. DO NOT MODIFY AN OLD RATE UNLESS IT IS TRULY INCORRECT. Changing an old rate will change your historical data for that time range. If the new rate is supposed to affect the entire pay period, make sure you set it effective the first day of the pay period. If you set it mid pay period, the application will only accrue the new rate on that date and beyond. Otherwise, it will use the most recent past rate up to that effective date, then start using the new on. This is also important to remember for new hires. Typically, they start after the first day of the pay period, so if you use that hire date they would get a prorated amount, explained below.

Percentage of Hours Worked Earnings:

We can handle % of hours worked accruals, you will need to look at the pay codes and set with codes accrue time off, then set the employee up with the percent of hours worked selection in the time off earnings screen.

Designate the pay codes by setting 'Include in Hours Worked (Time Off Earnings)' to YES for each applicable code.

Earnings type selection:

When you go to enter a % of hours amount, the box still says 'number of hours' to earn biweekly, but you will want to enter the percent they earn instead. If they earn 4.25%, you would enter 4.25.

Disabling earnings while an employee is on leave:

I think the best option would be to add a earning for them with all zeros, for each type of time off, with the applicable effective date, then add one with their actual rates effective when they return to work to start them back up.

Some other notes on Time Off:

Improvements that are coming to timebasic can be found here:

https://rtvision.atlassian.net/wiki/spaces/TIME/pages/48758800/2018+Updates

How we calculate the earnings:

Earnings calculate per day, even though they do not show up on the report until, based on your settings, either at the beginning of the pay period, 1/2 after the first week other half after pay period ends, or after the pay period ends. This affects new amounts that are added based on a balance effective date as well as accrual effective date.

Based on New Starting Balances:

If you were to enter a new balance from payroll that was as of Sun at 12am, but put the effective date as Wed of that pay period because technically they don't earn more until the pay period ends, the application would only add the earnings for Wed-End of pay period. If they were supposed to earn 4.62, they would get 3.63 hours.

4.62/14(days in pay period) =0.33 * 11(14 days in pay period - 3 for sun-tues) = 3.63 on their report

You can have the effective date be mid week, just make sure to include any amounts from Day 1-effective date in the new balances.

The same is true for time off earnings effective dates, even for new hires.

Based on New Earning Rates:

If you change the earnings effective after the first day of the pay period, the employee would get a prorated amount for the first week.

New Hire Example:

Start date was Monday July 9th, so you would think to setup the earning of 4.62 hours effective on their hire date. If you do this, the employee will get 4.62/14 =.33 * 13 = 4.29.

Mid week rate change:

Anniversary date was Wed July 11th, added new earning effective that day for 4.62 up from 3.8.

The employee would earn 4.44 hours (rounded) for this pay period

3.8/14= .271428571 *3 = .814285714

4.62/14= *11=3.63

.814285714 + 3.63 = 4.444285714

If you need the full earning of 4.62 for that pay period, make sure it is effective day 1 of the pay period.