Set Up Time Off Schedules

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Overview

Time off schedules are set up to define different time off accrual policies. In the following procedure, assume the following:

Your company time off policy provides 2 weeks of vacation pay, 5 days of sick pay accrued on regular hours worked, an additional 4 personal days.

The above time off hours are accrued starting at the beginning of the year for all employees who have 0 to 5 years with the company.

The time off hours become available after completion of a 90-day waiting period. For more information, see Time Off Accruals.

To set up time off schedules

Select Payroll Setup menu > Payroll Options.

On the Main tab, in the Hours in a Work Year field, type 2080. For more information, see Payroll Options - Fields.

Go to the Time Off tab.

In the Time Off 3 Description field, type Personal.

In the Accrual Report Display Option field, select Hours to display the accrual in hours on checks and on the Time Off Accrual Report.

Select the Round Time Off Hours/Days to Whole Numbers check box to round the display of accrued hours/days to whole numbers on checks and on the Time Off Accrual Report.

Select the Reset Employee Time Off Limits at Year End check box to automatically reset all employees hired at mid-year to the normal time off limit for their applicable time off schedules.

In the Base Time Off Availability On field, select Accrual so that reports and forms show only the Time Off hours that have been "earned."

In the Hours to use for Time Off Limit field, select Accrued+Carry Over-Used so that carry-over and used hours have an effect on the time off hours that can be accrued based on the employee's limit.

Click Accept.

Select Payroll Setup menu > Earnings Code Maintenance.

Create earnings codes for regular, vacation, sick, and personal hours. For more information, see Earnings Code Maintenance - Fields.

Select the All Time Off Types check box for each of these earnings codes.

In this example, company policy states that time off cannot be accrued on overtime hours. When an employee uses any time off, the hours used must be entered in Payroll Data Entry with the appropriate earnings codes, and these time off earnings codes should accrue time off in the same way as regular hours.

Select Payroll Setup menu > Time Off Maintenance.

Create a time off code to set up the accrual methods, hours per year (used to calculate the accrual rate and default employee accrual limits), and carry-over allowances for all three time off types.

Company policy allows employees to carry over a maximum of one week of vacation, and no carry-over is allowed for either sick or personal time. For more information, see Time Off Maintenance - Fields.

The time off schedules are set up.