Close Accrual Year

The Close Accrual Year process causesTime Off to close employees’ attendance plans. When you close the accrual year, Time Off:

• Calculates year-to-date time accrued through the end of the accrual year.
• Calculates previous year carryover according to how you set up each attendance plan.
• Calculates year-end eligibility for the new accrual year.
• Resets to zero time taken, time accrued through last close and time accrued since last close.
• Updates all dates on the employees’ Attendance Summary pages.

Before you Start

Before you begin closing the accrual year, you should:

• Review the Absence Transactions to verify that all absence transactions have been entered.
• Review the Attendance Summary pages to verify attendance balances.

  Tip: You can either review these pages for the individual employees or run the Employee YTD Attendance Detail report to view all the information at one time.

• Run the Employee YTD Attendance Detail report if you need a permanent record of the Attendance data.
• Backup the Attendance data.

To Close the Accrual Year

1. Select Time Off > Processes > Close Accrual Year. Fill in the appropriate information on the two tabs on this page: Employee Criteria and Attendance Criteria.
2. On the Employee Criteria tab, select the employer from the Employer 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 all employees whose records have changed since a specified date.
5. Determine whether you want to close the accrual year for employees who have a status of Active or LOA. Select each check box that applies.
6. To close the accrual year for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.
7. You can 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 eitherExempt or Nonexempt employees. Leave this field blank to select both Exempt and Nonexempt.
9. On the Attendance Criteria tab, determine whether to close the accrual year for attendance plans with a plan year of Fiscal, Annual, or Anniversary. Select each check box that applies.
10. To close the accrual year 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 close the accrual year 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 close the accrual year. Click the Save as Default button.
13. To use the previously saved default settings, click Restore Defaults.
14. Click OK after you make all of your selections. The Close Accrual Year dialog box opens.
15. Enter the date of the last day of the plan year and click OK. Time Off indicates the number of employees whose attendance plans will close and asks you to confirm the close process.
16. Click Yes to continue. As the Close Accrual Year process continues, a status bar shows its progress.

Published: May 17, 2017
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