Changing attendance plans

You might find it necessary to move some or all employees from one attendance plan to another in the middle of the year. Use the Change Attendance Plans process to change the specified employees enrolled in the old plan to the new plan.

For example, an employer wants to change the calculation method for its vacation plan from accrual to lump sum. Instead of each employee accruing time on a daily basis, the employer now wants to give a lump sum of vacation time to each employee at the beginning of the plan year. In this case, you first set up the new plan and then use the Change Attendance Plans process to change the employees’ vacation plan to the new vacation plan.

When changing from one plan to another, you can choose whether or not to carry over accrued time from the old plan to the new plan.

Note: You can change an employee’s attendance plan on the employee’s Attendance Summary page. However, this only changes the plan for one employee at a time.

To change attendance plans:

  1. Make sure all Sage HRMS users have exited the system.
  2. Back up your Sage HRMS system using your external backup procedure.
  3. Select Time Off > Processes > Change Attendance Plans.

  4. On the Change Attendance Plans page:

    1. Select the Employer.
    2. Select the Old Plan. The corresponding Plan ID and Type are automatically displayed.
    3. Select the New Plan from the list of plans set up for this employer. The corresponding Plan ID and Type are automatically displayed.

    4. For Effective Date, enter the date that the change will be effective. Initially this is the current date but you can change it.

      Important! Make sure the effective date is always in the same year as your system’s date. For example, if your system’s date is 1/10/2020 and you enter 12/20/2019 as the effective date to change the plan, the system will automatically accrue to year end and close the plan year on 12/31/2019. This means that you will not be able to post any more transactions to the plan.

    5. If you want accrued time from the old plan to carry over into the new plan, select the Allocate Time to New Plan check box.
    6. Click OK.

Time Off continues to accrue time in the old plan through the day prior to the effective date.

On the effective date, if you chose the Allocate Time to New Plan check box, Time Off:

  • Updates the new plan carryover hours with the old plan's carryover hours.
  • "Freezes" the old accrued amount, which becomes the new accrued amount as of the effective date.
  • Moves the time taken in the old plan to the new plan and then shows that time taken against the new plan.

On the effective date, each employee's Time Off Summary page updates with the new plan information. The old plan is removed from the page and the new plan is added with the new accrued through amount and date.