Time Off Maintenance

Time Off Code

Enter the code representing the time off schedule to add or maintain, or click the Lookup button to list all time off codes.

 

Description

Type a description for this time off code.

 

Accrual Method

Select an accrual method to determine at what intervals accruals are made.

• Select Hourly to accrue time off during the normal payroll process based on the number of hours worked.

• Select Dollars Paid to accrue time off during the normal payroll process based on the pay amount.

• Select Daily to accrue time off during the normal payroll process based on days worked.

• Select Weekly to accrue time off during the normal payroll process based on weeks worked.

• Select Checks to accrue time off during the normal payroll process based on the number of checks issued.

• Select Fixed to update the total accrued time off hours per year during year-end processing.

 

Hours/Year

Type the default annual limit for the time in terms of the number of hours per year. This field is used to define the default annual limit for the time off type and to determine the accrual rate for the time off type. The value entered will be the default in the Annual Limit field on the Benefits tab in Employee Maintenance.

 

Carryover Allow.

Type the maximum number of accrued time off hours that can be carried over to the following year during year-end processing.

 

Accrue on Paid Hrs. Only

Select this check box to accrue time off on paid hours only. Clear this check box to accrue time off on paid and unpaid hours (for example, overtime hours for exempt employees). This field is available only if Hourly is selected in the Accrual Method field.

 

Check Entry No.

Type the check entry numbers to accrue time off. For example, if you want to accrue time off only for check entry numbers 1, 4, and 7, enter 147 in this field.

To accrue time off for all check entry numbers, leave this field at the default setting of 123456789. This field refers to the Entry No. field in Payroll Data Entry.

 

Deduction Period

Type the deduction period to accrue time off. To accrue time off on all deduction periods, leave this field at the default setting of 12345. This field refers to the Deduction/Earnings Period field in the Pay Cycle window accessed through Payroll Data Entry.

 

Rate Method

Select the rate method to use.

• Select Fixed Benefit for a fixed time off accrual rate.

• Select Rate Table to define a rate table. A Rate Table button will appear in place of the Accrual Rate field. Click the Rate Table button to enter the range and rate for which time off will accrue.

 

Accrual Rate

Type the accrual rate for all employees with this time off schedule. For example, a 5 percent rate would be entered as 0.050000. This field is accessible only if Fixed Benefit is selected in the Rate Method field.

The accrual rate is not a percentage, but rather a multiplier. For example, for a Weekly accrual method with a benefit of 40 hours per year, the accrual rate is 40 hours divided by 52 weeks, which results in an accrual rate of 0.7692310.

For a Wages accrual method with a benefit of 80 hours per year, the accrual rate is 80 benefit hours divided by the annual salary ($36,000 for this example), which results in an accrual rate of 0.0022222.

Note If Table Rate is selected in the Rate Method field, a Rate Table button appears in this field. Click Rate Table to enter the range and rate for which time off will accrue.

 

Delay Period

Enter the number of days to delay accruing time off based on the employee's time off eligibility date, which is entered in Employee Maintenance.

For example, if you enter 60, new employees will not accrue time off until 60 days after their eligibility date.

You can delay time off accrual up to 999 days. This delay period does not affect hours carried over from the prior year.

 

Eligibility Wait

Enter the number of months that an employee must wait before using accrued time off. Type 0 for no delay. You can enter up to 12 months. This wait period does not affect hours carried over from the prior year.

For example, if you enter 2 in this field, employees must always wait 2 months after accruing time off before they can use it.

The wait period entered in this field is used on an ongoing basis. It affects all accrued time off for all employees regardless of how long they have been employed. To establish a delay of a certain number of months after the time off eligibility date, use the Eligibility Hours field.

This field is available only if Calendar Year is selected in the Reset Time Off Hours Based On field in Payroll Options.

 

Eligibility Hours

Type the delay in months after the employee's time off eligibility date that accrued hours become available. Time off hours will accrue per the time off setup, but the employee cannot use it until the specified number of months have elapsed. When that time period has elapsed, all eligible hours become available.

For example, if you enter 3 in this field, new employees who start in March begin accruing hours as of their eligibility date (unless you enter something in the Delay Period field). But the employees cannot use those hours until June.

 

Min Hrs/Check

Type the minimum number of hours per check required for time off accruals to take place. If the hours worked per check are less than this value, no time off will accrue. Type 0 to have no minimum. This field is available only if Hourly is selected in the Accrual Method field.

 

Max Hrs/Check

Type the maximum number of hours per check, up to 999.99, on which time off accruals should take place. Type 0 to have no limit. This field is available only if Hourly is selected in the Accrual Method field.