Accrue Time process

Use the Accrue Time process to accrue attendance plans to a specified date. It is helpful to run this process before generating year-to-date reports or for planning purposes. When you run the process, you can accrue time for all employees in a company, selected employees, or specific attendance plans.

When you accrue time, Time Off:

• Calculates hours accrued through the specified date.
• Posts all absence transactions. If you are also using Sage HRMS Payroll, the transaction accruals are transferred to Sage HRMS Payroll in the form of timecards where they are then processed in the payroll.
• Updates the As Of date and the Accrued date on each employee's Attendance Summary page.

To run the Accrue Time process:

1. Select Time Off > Processes > Accrue Time.

2. On the Employee Criteria tab of the Accrue Time page:

   • Select the Employer. If there is only one employer, that employer is automatically selected.

     Tip: To select all employees within the employer, leave the remaining items blank.

   • To accrue time for employees in a specific organization, select the organization in the relevant drop-down list.
   • To accrue time for employees whose information changed since a specified date, enter the date for Changed Since.
   • To accrue time for employees who have a status of Active, LOA, and/or Terminated, select or clear the check boxes.
   • To accrue time for specific employees, use the buttons to select the employees to include.
   • To accrue time for employees based on your own selection criteria, select the Criteria Table, the Criteria Builder, or the FoxPro Expression Builder from the Custom Criteria list.
   • To accrue time for employees who are either Exempt or Nonexempt, make a selection in the Exempt list. Leave this item blank to select both.

3. Click the Attendance Criteria tab and specify which plans to update with accrued time information:

   • To select plans with a specific plan year, select the Fiscal, Annual, and/or Anniversary check boxes.
   • To select plans of a specific type, select that Plan Type from the list of all the plan types (such as Vacation and Sick) set up for the selected employer.
   • To select a specific plan, select the Specific Plan check box and then select a plan from the list of all plans set up for the selected employer.
4. If you want to save your selections as the default so Time Off can use them the next time you accrue time, click Save as Default. To use the previously saved default settings, click Restore Defaults.
5. To continue the Accrue Time process, click OK.

6. In the Accrue Time window for Accrue Through Date, enter the date and click OK.

   You can enter a date in the past (back to the beginning of the plan year) or the future. If you are also using Sage HRMS Payroll, you should accrue time through the payroll check date.

   Note: There might be some situations where you cannot enter a past date. For example, if an employee was on leave and accruals were suspended, you cannot accrue time prior to the employee’s return from leave.

7. Time Off displays a message stating the number of employees selected and the number of plans.

   In most cases, click Yes to proceed.

   If the Accrue Through Date occurs after the employees' plan years end, the message displays how many of the attendance plans need to close before the accrual date. (This normally pertains to Anniversary plans.) For these plans, either click Accrue only to Year-End (if you may need to enter more absence transactions that apply to that year) or click Close Plan Year and Accrue to proceed.

   Example: An employee’s anniversary is May 1 and the Accrue Through Date is July 17. If you click Accrue only to Year-End, the plan is accrued through April 30. If you select Close Plan Year and Accrue, the plan is accrued through April 30, closed, carryover is posted, and then the plan is accrued from May 1 through July 17.

The Accrue Time process starts. A status bar shows its progress. Time Off automatically posts all selected employees’ absence transactions.