Accrue Time Process

The Accrue Time process enables you to accrue attendance plans to a specified date. When you run the process, you can accrue time for all employees in a company, selected employees or specific attendance plans.

When you accrue time, Time Off:

• Calculates hours accrued through the date specified.
• Posts all absence transactions and if you are also using Sage HRMS Payroll, the transaction accruals are transferred to Sage HRMS Payroll in the form of timecards where they are then processed in the payroll.
• Updates the As Of date and the Accrued date on the employees' Attendance Summary page.

Use the Accrue Time process to update accrued time prior to year-to-date reporting or for information and planning.

To Accrue Time

1. Time Off> Processes > Accrue Time.
2. On the Employee Criteria tab, select the employer from the drop-down list. If there is only one employer, that employer is selected as the default employer.

   Tip: To select all employees within the employer, leave the remaining fields blank.

3. Use the organization title drop-down lists to select specific organization levels.
4. Use the Changed Since field to select those employees whose records have changed since a specified date.
5. Determine whether you want to accrue time for employees who have a status of Active or LOA. Select each box that applies.
6. To accrue time for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.
7. You might choose to enter additional selection criteria in the Custom Criteria field. From the drop-down list, select the Criteria Table, the Criteria Builder or the FoxPro Expression Builder.
8. You can choose to include either Exempt or Nonexempt employees. Leave this field blank to select both.
9. On the Attendance Criteria tab, determine whether to accrue time for attendance plans with a plan year of Fiscal, Annual, or Anniversary. Select each check box that applies.
10. To accrue time for a specific attendance plan, select the Specific Plan check box and select a plan from the drop-down list. All the plans set up for the selected employer appear in the list.
11. To accrue time for a specific type of plan, select a Plan Type from the drop-down list. All the plan types (such as Vacation and FMLA) set up for the selected employer appear in the list.
12. After you make all of your selections, you can save them as default settings so Time Off can use them the next time you accrue time. Click the Save as Default button. To use the previously saved default settings, click Restore Defaults.
13. Click OK after you make all of your selections. The Accrue Time dialog box opens.
14. Enter the date through which you want to accrue time. This allows you to see what each employee’s accrual was or might be. You can enter a date in the past (back to the beginning of the plan year) or the future. If you are also using Sage HRMS Payroll, you should accrue time through the payroll check date.

    Note: There might be some situations where you cannot enter a past date. For example, if an employee was on leave and accruals were suspended, you cannot accrue time prior to the employee’s return from leave.

15. After you enter the Accrue Through Date, click OK. Time Off indicates the number of employees selected.
    • If you specify an Accrue Through Date that occurs after the employees' plan years end, Time Off determines how many of those employees' attendance plans need to close before the accrual date you provided. This normally pertains to Anniversary plans.
    • For the plans you must close, determine if you want to accrue only to the end of their plan year (click Accrue only to Year-End) or if you want to close their plan year and accrue through the Accrue Through Date you provided (click Close Plan Year and Accrue).

      For example, an employee’s anniversary is May 1 and the Accrue Through Date is July 17. If you select Accrue only to Year-End, the plan is accrued through April 30. If you select Close Plan Year and Accrue, the plan is accrued through April 30, closed, carryover is posted and then the plan is accrued from May 1 through July 17.

    Note: Choose Accrue only to Year-End if you intend to enter more absence transactions that apply to that year. Choose Close Plan Year and Accrue if you want to close the employee's plan year as of the Accrue Through Date.

16. As the Accrue Time process continues, a status bar shows its progress. Time Off automatically posts all selected employees’ absence transactions.

Published: May 17, 2017
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