When you add an attendance plan, the Attendance Plans Detail page opens.
In the Code field, enter a code to uniquely identify the plan, then enter the plan's Description. You refer to the plan by its code and description throughout Time Off. All of the Time Off reports include the plan description.
Note: Time Off can use rules and data from Sage HRMS Payroll to calculate maximum available hours, maximum carryover hours, and total carryover hours for attendance plans. This approach ensures that Time Off calculations based on hours worked reflect actual hours as recorded in Sage HRMS Payroll. To enable this feature, you must select the Use Payroll Accrual Rules check box when adding attendance plans you wish to map to Sage HRMS Payroll.
Attendance Plans Tabs
General
You can use the fields on the General tab to define general plan information such as the plan year, calculation methods, accrual periods, and accrual code for mapping the attendance plan to payroll data.
Fields on the General tab
| Field Label | Field Description |
|---|---|
| Use Payroll Accrual Rules |
Time Offe Off can use rules and data from Sage HRMS Payroll to calculate maximum available hours, maximum carryover hours, and total carryover hours. This approach ensures that any calculations based on hours worked reflect actual hours as recorded in Sage HRMS Payroll. To apply Sage HRMS Payroll rules, select the Use Payroll Accrual Rules check box. You can continue to create absence transactions in the payroll process and to use Employee Self Service to view balances, but the accrual calculations will be derived in Sage HRMS Payroll and added to the Attendance Plan as read-only. Note: If Use Payroll Accruals is selected, the Seniority Levels tab and the Point System tab are unavailable. |
|
Plan Type |
The type of attendance plan. For example, if you set up several vacation plans, the plan type should be Vacation for each of the plans. The system provides plan types: FMLA, LOA (Leave of Absence), Illness, Other, Personal, and Vacation. |
|
Plan Year |
The type of plan year for the attendance plan. Select Fiscal, Annual, Anniversary, or Rolling 12-month (only available if the plan type is FMLA). Refer to Understanding Plan Years. |
|
Calculation Method |
The method for calculating employee accruals. Time Off calculates earned time using one of the following methods: Accrual, Lump Sum, or None. If the plan is FMLA Rolling 12-month, this field defaults to Lump Sum and is disabled. Refer to Understanding Calculation Methods. |
|
Accrual Period |
The interval at which time is accrued. If Lump Sum is selected as the calculation method, you can choose to accrue time by the week, month, quarter, or year. Time Off allocates the lump sum at the beginning of the selected interval. If Accrual or None are selected as the calculation method, this field is disabled. If the plan is FMLA Rolling 12-month, this field defaults to Year and is disabled. |
| Payroll Accrual |
Map the Attendance Plan to a Sage HRMS Payroll accrual code by selecting the code from the drop-down list. This field is available only for company-level attendance plans. When you have selected a Payroll Accrual code for an Attendance Plan, you can associate that plan with only one Absence Reason code on the Absence Reason Codes tab. |
|
Absence Transactions Affect Perfect Attendance |
Indicate whether the absence transactions incurred for this attendance plan count against employees’ perfect attendance records. For example, absences incurred under a standard vacation plan probably do not count against an employee’s perfect attendance record; however, absences due to unexcused illness might. Note: If Use Payroll Accrual Rules is selected, this check box is unavailable. |
For more information, refer to Understanding Plan Years and Understanding Calculation Methods.
Seniority Levels
If Use Payroll Accruals is selected on the General tab, the Seniority Levels tab is unavailable.
Time Off uses seniority levels to calculate accrued time. For example, one seniority level might be: after five years of service, begin accumulating time at the rate of 15 days per year.
The calculation method determines how time accrues. If you use an Accrual calculation method, all amounts earned are per year. If you use a Lump Sum calculation method, all amounts earned are per period (week, month, quarter, or year).
Note: Time Off bases an employee’s seniority on the Seniority Start Date on the Accrual Summary tab of the employee’s Time Off detail page and noton the Adjusted Seniority Date on the HR Status page in Sage HRMS.
From the Attendance Plans Detail page, click the Seniority Levels tab. (If the plan is FMLA Rolling 12-month, this tab is disabled because seniority levels are not used for this type of plan.)
For each seniority level, enter the number of months after which an employee earns time and the number of hours (days) earned at each seniority level.
Each plan permits up to ten seniority levels. For plans with more than ten seniority levels, set up two or more plans: for example, set up one plan for employees with less than ten years of seniority and another plan for employees with five years or more of seniority.
You may optionally enter Max Available and Max Carryover figures to set upper limits to the hours calculated for each seniority level. (The default for each is 99999.99 hours.)
Plan Example with More Than Ten Seniority Levels
The following tables provide an example of an employer who sets up multiple plans to accommodate plans with more than ten seniority levels. In addition, this sample employer provides one extra vacation day per year of service.
Plan ID VAC2 - For Employees with Less than 10 Years Seniority
| After Months | Hours Earned |
|---|---|
|
0 |
80 |
|
12 |
88 |
|
24 |
96 |
|
36 |
104 |
|
48 |
112 |
|
60 |
120 |
|
72 |
128 |
|
84 |
136 |
|
96 |
144 |
|
108 |
152 |
Plan ID VAC3 - For Employees with Five or More Years Seniority
| After Months | Hours Earned |
|---|---|
|
60 |
120 |
|
72 |
128 |
|
84 |
136 |
|
96 |
144 |
|
108 |
152 |
|
120 |
160 |
|
240 |
200 |
Absence Reason Codes
Time Off allows you to associate specific Absence Reason codes with each of your attendance plans. This association determines which attendance plan to charge when you enter absence transactions on an employee’s Absence Transactions page.
Note: If a Payroll Accrual code is selected on the General tab, you can assign only one Absence Reason code.
For example, you might want to associate the absence reasons Personal Leave-Paid and Personal Leave-Unpaid with the Standard Personal Leave plan. Now, each time you create an absence transaction for an employee that uses one of these absence reason codes, Time Off charges the absence hours to the employee’s Standard Personal Leave plan.
Note: You must first set up your absence reason codes before you can associate them with an attendance plan.
From the Attendance Plans Detail page, click the Absence Reason Codes tab. This tab displays a two-list chooser which is used to indicate the absences reason codes associated with the attendance plan.
The Available list shows all absence reasons set up in the Absence Reason codes table. Select the codes you want to add to the Selected list and remove the codes you want to remove from the list.
Tip: To avoid the possibility of Time Off posting the absence to the wrong attendance plan, ensure you do not enroll employees in attendance plans that share the same absence reason codes. However, you do have the option of associating the same absence reason codes to multiple attendance plans (see the next section).
For more information, refer to Associating the Same Absence Reason Codes with Multiple Plans.
Point System
Note: If Use Payroll Accruals is selected on the General tab, the Point System tab is unavailable.
As employees incur absences, they can also accrue absence points. Using the Absence Points report, you can monitor these absence points to highlight attendance problems. The Point System tab of the Attendance Plans Detail page is used to define a threshold value and how points are accrued for the attendance plan.
For example, your employer wants to take disciplinary action for any employee who incurs over three absence points within 90 days. In this case, set the threshold to three points, define that one point equals one occurrence, define the minimum number of hours required for the absence to count as an occurrence and set the time range to 90 days.
Fields on the Point System tab| Field Label | Field Description |
|---|---|
|
Threshold Value |
Enter the maximum number of absence points at which your employer takes disciplinary action. |
|
One Point = occurrences |
Assign how many occurrences equal one absence point. |
|
and HOURS (or DAYS) |
Assign the minimum number of hours (or days) required for the occurrence to count toward absence points. Normally, this would be the duration of one shift or day, such as eight hours. For example, if an employee has an absence transaction (one occurrence) but he or she is only two hours late, the occurrence would not count toward absence points. However, if the employee misses eight hours (or the length of the shift), the occurrence would count toward absence points. |
|
per |
Specify the period for which you want to track absence points. For example, if you want to track points over a period of 90 days, enter 90 days. Note: This field is for your reference only. It is not used by the system for any calculations. |