Change Attendance Plans
As Time Off
accrues employee attendance transactions
and time during the attendance plan year, you might find it necessary
to move one or all employees from one attendance plan to another in the
middle of the year.
For example, your employer wants to change the calculation
method for its vacation plan from accrual to lump sum. That is, instead
of each employee accruing time on a daily basis, the employer now wants
to give a lump sum of vacation time to each employee at the beginning
of the plan year. In this case, you must set up the new plan and then
change all of the employees’ vacation plans to the new vacation plan.
When changing from one plan to another, you can choose whether
or not to carry over accrued time from the old plan to the new plan.
Note: You can also
change an employee’s attendance plan from the employee’s Attendance
Summary page. However, if you use the page, you can change a plan
for only one employee at a time.
To Change Attendance Plans
- Make sure all Sage HRMS users have exited the system.
- Back up your Sage HRMS system using your external backup procedure.
- Select Time Off > Processes > Change Attendance Plans. Fill in the appropriate information.
- Select the employer for
whom you are changing attendance plans.
- Click the arrow next
to Old Plan and select from the list of plans defined for the employer. The corresponding Plan ID and Type are automatically filled in.
- Click the arrow next
to New Plan and select the new plan from the list of plans defined for the employer. The corresponding Plan ID and Type are automatically filled in.
- Enter the date on which
you want the change to be effective.
Important! Make
sure the effective date is always in the same year as your system’s date.
For example, if your system’s date is 1/10/2008 and you enter 12/20/2007
as the effective date to change the plan, the system will automatically
accrue to year end and close the plan year on 12/31/2007. This means that
you will not be able to post any more transactions to the plan.
- Select the Allocate Time
to New Plan check box if you want accrued time to carry over into the new plan.
- Click OK. Time Off
accrues time in the old plan through the day prior to the effective date.
If you chose to allocate time to the new plan, the system updates the
new plan carryover hours with the old plan's carryover hours. Time Off
"freezes" the old accrued amount, which becomes the new accrued
amount as of the effective date you entered. The process also moves the time taken in the old plan to the new plan and then shows that time taken
against the new plan.
- Each employee's Time Off
Summary page updates with the new plan information. The system removes
the old plan from the page and adds the new plan with the new accrued
through amount and date.