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Setting Up and Processing Accruals

About the Accrual Carry-Over Process

Calculating Maximum Carry-Over

Calculating Maximum Carry-Over Based on Remaining Balance

About Dates in Accrual and Carry-Over Processing

The system processes and carries over accruals (vacation, sick, and compensatory/bankedtime hours and amounts) according to the following specifications:

  • The accrual is carried over on the first payroll posting following the accrual carry-over date. (You set the default carry-over date when you set up the accrual in the Earning/Deduction Codes window. The carry-over year is automatically increased when a carry-over is posted.)

    • For example, if the accrual carry-over date is the date of hire, the payroll program calculates carry-over and, upon posting the employee's first payroll after hire, consults the Service Year table set up (on the Earning/Deduction Codes window) for the accrual. The beginning amount or hours that you enter in the Beginning column of the first bracket of the Service Year table will be accrued on the first payroll. Posting then increases the carry-over year by one.

  • For carry-over processing, the payroll program uses the accrual carry-over date and the employee's hire date to determine the service year (that is, which entry in the Service Year table to use). The employee moves into the next service year when the carry-over date is one year (or more) after the hire date.
  • For routine accrual processing (that is, determine how much the employee accrues per pay period), the payroll program uses the check date and the employee’s hire date to determine the service year (that is, which entry in the Service Year table to use). The employee moves into the next service year when the check date is one year (or more) after the hire date.

For example, suppose the employee’s hire date is 01/01/2023 (January 1, 2023). Consider these two scenarios, in which the accrual carry-over date differs by one day (12/31/2022 versus 01/01/2023).

If the accrual carry-over date is 12/31/2022

Assume the employee’s first payroll posted after the carry-over date was on 01/15/2023.

  • For carry-over processing, the payroll posted on 01/15/2023 is considered to be in the first service year because the carry-over date is less than one year after the hire date.

    • Consequently, when processing the carry-over, the system refers to the carry-over parameters (that is, the Beginning Amt./Hrs., Maximum Accrual, and Maximum Carry over columns of the Service Year table) for the service year bracket covering the first service year. Posting then increases the carry-over year by one.

  • For routine accrual processing, however, the payroll posted on 01/15/2023 is considered to be in the second service year because the check date is more than one year after the hire date.

Consequently, when processing the accrual for the pay period, the system refers to the accrual parameter (that is, the Increment column of the Service Year table) for the service year bracket covering the second service year.

If the accrual carry-over date is 01/01/2023

A payroll posted on 01/15/2023 is considered to be in the second service year for both carry-over processing and routine accrual processing because both the carry-over date and the check date are a year (or more) after the hire date.

Consequently, carry over and routine accrual processing occur according to the parameters for the second service year. Posting then increases the carry-over year by one.