Employee's Attendance Summary page

This table on this page shows summary information about the plans in which the employee is enrolled. It includes the plan's:

Effective date and expiration date; (the start date for each plan determines plan seniority and accrued time)
Time carried over from previous accrual years
Time accrued this year
Time taken this year
Net time available

Note: If absence units are set to hours during Time Off setup, time is shown in hours. If absence units are set to days, time is shown in days.

This page works in conjunction with the employee’s Absence Transactions page. Each time you add, delete, or modify an absence transaction, the system posts your changes and updates the table on the Attendance Summary page.

Note: For Sage HRMS Payroll users, Sage HRMS can draw data from Sage HRMS Payroll to calculate Time Off accruals. When attendance plans are created for your company, they are mapped to attendance reason codes. For any plan mapped to Sage HRMS Payroll, all items on the General tab of the Attendance Summary are disabled except for Plan Type and Payroll Accrual, and the Seniority Levels tab is disabled.

To enroll an employee in an attendance plan

On the employee's Attendance Summary page, click Add.
In the New Attendance Plan window for Plan, select the plan for this employee from the drop-down list. The list contains all the attendance plans that are set up for the employer.

The system automatically fills in the ID, Type, and Description for the plan.

Note: Be careful not to enroll the employee in two attendance plans that have the same absence reason codes. If you do, the system charges the hours taken against both plans.
Click OK.
If you selected an anniversary plan, the Plan Effective Start Date window opens. The Anniversary Year Start date defaults to the employee's adjusted seniority date (by which seniority levels are calculated).
1. if you need to start the plan for this employee on a date other than the adjusted seniority date, enter that date for Anniversary Year Start date. (That date does not change the Seniority Start Date on the Attendance Summary Detail page.)
2. Click OK.
The Attendance Summary detail page opens and displays information about the attendance plan (ID, description, and type of plan). The Attendance Summary tab displays data the system calculated for the selected employee and attendance plan. Review this information. You cannot change information that has a gray background. If you make changes, the system will then re-calculate the data to reflect your changes.
(Optional) To view the accrual information for this employee, click the Accrual Breakdown tab.
(Optional) To view the accrued time through a specific date:
1. Click the Accrue button.
2. On the Accrue Attendance Plan window, specify the date to accrue through.
3. Click OK.
  
  The time accrued is displayed for Accrued on the Accrual Summary tab as well as for the Accrued Since Last Close on the Accrual Breakdown tab.
(Optional) To change the effective date of the plan:
1. Click the Change Plan button.
2. On the Change Attendance Plan window, specify the new effective date.
3. Click OK.

Tabs on the employee's Attendance Summary details page

The top portion (gray area) of the detail page displays information about the attendance plan (ID, description, and type of plan).

Accrual Summary tab

Items on the tab
Item	Description
Start Date	Displays the employee's start date, which is used to determine seniority for the attendance plan—and to calculate seniority level for accrual for all plan types except Rolling 12-month FMLA plans. The date defaults to the Adjusted Seniority Date entered on the employee’s HR Status page, but you can modify it if necessary. Note: If you change the Start Date, a message asks if you also want to change the Adjusted Start Date on the HR Status page to the new date. Click Yes or No (to change the Start Date on this tab only). If this is an Anniversary plan, the Start Date determines the start of the plan year, year-end eligibility date, and the carryover date.
<length of employment>	Displays the length of the employee's employment based on the Start Date for this plan.
Use	Select the date to start calculating the employee's length of service for the plan. Select from Original Hire Date, Last Hire Date, Adjusted Seniority Date, or Vacation Service Date.
Calculate Service as of	Select the date to end calculating the employee's length of service for this plan. The system uses the length of service to determine which seniority level to use for accruing time.
Threshold Value	Enter the threshold value, which is the maximum number of absence points the employee can accumulate before passing the threshold. When you initially add an employee to the plan, this defaults to the threshold value set up for the attendance plan; see the Point System tab.
Prev. Year Carryover	Displays: The total amount of time (hours or days) carried over from the previous year (the available balance on the day of the year end close). The Accrual Breakdown tab contains detailed information of this accrual amount. The effective date for carrying over the unused time from previous years or from the close date that resulted in the carryover. The system updates this date anytime you perform the Close Accrual Year process.
Accrued	Displays: The total time accrued (hours or days) for the employee in this attendance plan. The Accrual Breakdown tab contains detailed information of this accrual amount. The date that this amount was accrued through. Note: This does not apply to a Rolling 12-month FMLA plan.
Eligibility	(Only for a Rolling 12-month FMLA plan) For a Rolling 12-month FMLA plan, this is the amount of time the employee is eligible to take for the leave. When the employee is first enrolled in the plan, the system uses one of two calculation methods (depending on whether the absence units are set to hours or days) to determine the amount of time. If the employee's eligibility ever changes from this initial calculated eligibility, you must manually enter the new amount; the system will not automatically update it. Calculation details The system calculates the leave time (eligibility) only when the plan is added to the employee the first time, although you can change it at any time. The calculation is as follows. When Attendance Setup Absence Units = Hours Accrued = (pe.p_normunit * V) / 52 * 12 Pe.p_normunit is the hours/units from the Current Page. V is the value associated with the pay frequency (W = 52, B = 26, S = 24, M = 12). This formula converts the hours/units to an annual amount (2080), divides this amount by 52 (weeks in the year), and multiplies the quotient by 12 (FMLA weeks) to derive the number of hours available for the employee's FMLA (eligibility). When Attendance Setup Absence Units = Days Accrued = 60 This assumes a workweek is defined as five days
Time Taken	Displays the total number of hours or days the employee has taken for this plan in the current accrual year. This is based on all absence transactions that have an absence reason code associated with this plan. If the plan is a Rolling 12-month FMLA plan, this is time taken in the last 365 days using the accrued date for the plan.
Time Available	Displays the total number of hours or days still available for the employee to use. For most plan types, this is calculated as: Time Available = carryover time + accrued time - time taken For a Rolling 12-month FMLA plan, this is calculated as: Time Available = eligibility - time taken
Year-End Eligibility	Displays: The total amount of time (hours or days) that will accrue for the current accrual year for this plan. If an employee changes from one seniority level to another during his/her accrual year, the earned time at each level is accrued at the appropriate rate. The date that is the last day in this plan’s accrual year. For an annual plan, the date is December 31. For a fiscal plan, this is the end of the fiscal year. For an anniversary plan, this is the day before the employee’s next anniversary. Note: This does not apply to a Rolling 12-month FMLA plan.
Suspend Accrual	Select this check box to stop this employee accruing time with this plan. You then enter the Stop Accruing On date, and click OK. When you want to start accruing again, clear the check box. You then enter the date that the system will resume accruing time. Note: This does not apply to a Rolling 12-month FMLA plan.
Payroll Accrual	Displays the payroll accrual code assigned to this attendance plan.
G/L Distribution	Displays the G/L Distribution Code for Accruals from this plan. The default value is "None." If a value appears in the Payroll Accrual field above, an entry other than None is required.
Effective	Displays the effective dates of the plan. Choosing start and stop effective dates prevents duplicate transactions when an employee has been assigned to two time-off plans and uses the same reason code for both. The default effective start date is the plan start date. The default stop date is 12/31/2099.

Accrual Breakdown tab

Items on the tab
Item	Description
Max Available	Displays the maximum hours available for the employee in this plan. This was specified when the attendance plan was set up.
Max Carryover	Displays the maximum number of additional hours that can be carried into the next plan year. This was specified when the attendance plan was set up. Note: This does not apply to a Rolling 12-month FMLA plan.
Include previous year carryover in max calculation	Select this check box to include the previous year's carryover in the Max Carryover number.
Accrued Through Last Close	Displays the total hours that this employee accrued through the last close date, as well as the last close date. Sage HRMS updates this amount and date during the Accrue Time process when you click Accrue Time at the bottom of the Attendance Summary page. Note: This does not apply to a Rolling 12-month FMLA plan.
Accrued Since Last Close	Displays the hours accrued from the last close date. Sage HRMS updates this amount during the Accrue Time process when you click Accrue Time at the bottom of the Attendance Summary page. Note: This does not apply to a Rolling 12-month FMLA plan.