Post Absence to Previous Year
When you close
an accrual year for an employee, Time Off posts all absence
transactions with a date occurring within the current year and accrues attendance benefits through the last day of the year. The system performs
carryover calculations and the new accrual year begins with zero year-to-date
totals.
After you close an accrual year, you might find you neglected
to post an absence transaction or you posted an absence transaction incorrectly
during the previous accrual year. For example, after closing the accrual year, you discover you neglected to enter eight hours of illness
leave for an employee. Even after you close the previous accrual year,
Time Off allows you to post the eight hours to the employee’s attendance record.
To Post an Absence to a Previous Year
- Select Time Off > Tasks > Post Absence to Previous Year.
- Find the employee for
whom you want to post an absence and click OK. There is no Steps page for this task, rather, you proceed directly to the Post Absence Transaction
to Previous Year page.
- On the Plan tab, from
the drop-down list select the Plan To Update. The list contains all the
attendance plans in which the employee participates.
- On the Transaction tab and enter the date of the absence transaction.
- Select a Reason from
the drop-down list. This list originates from the Absence Reason code
table.
- Enter the number of Hours
(or Days) for the absence transaction.
- Enter any comments you
might have concerning this transaction.
- Click OK. The system reminds you it subtracts the hours from the current year's carryover hours and prompts you to confirm you want to post the absence to the previous
year. If you indicate the system should post the transaction to the previous
year, the system subtracts the hours you entered from the current year's carryover and calculates a new balance for hours available in the current
year.
Notes:
- In some cases, carryover might not change. For example, if at year's end
an employee exceeds the maximum yearly carryover by the amount of the
absence transaction, carryover remains the same.
- Time Off determines carryover
by the following calculation:
hours available at year-end minus the absence transaction equals the carryover (up to the maximum yearly carryover).