Closing the accrual year

Use the Close Accrual Year process to close the year for employees’ attendance plans. When you close the accrual year, Time Off:

  • Calculates year-to-date time accrued through the end of the accrual year.
  • Calculates previous year carryover according to how you set up each attendance plan.
  • Calculates year-end eligibility for the new accrual year.
  • Resets to zero time taken, time accrued through last close, and time accrued since last close.
  • Updates the amounts and dates on the employees' Attendance Summary pages.

Before closing the accrual year:

  • Review the employees' absence transactions to verify that all absence transactions were entered.
  • Verify attendance balances by either reviewing the employees' Attendance Summary pages or the Employee YTD Attendance Detail report (to view all the information at one time).
  • Run the Employee YTD Attendance Detail report if you need a permanent record of the attendance data.

  • Backup the attendance data.

    Caution! We strongly recommend you back up your system before you close the accrual year. Having a backup ensures you can restore your data if any technical problems occur during this process.

To close the accrual year:

  1. Back up your Sage HRMS system using your external backup procedure.
  2. Select Time Off > Processes > Close Accrual Year.

  3. On the Employee Criteria tab of the Close Accrual Year page:

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

      Tip: To close the accrual year for all employees within the employer, leave the remaining items blank.

    • To close the accrual year for employees in a specific organization, select the organization in the relevant drop-down list.
    • To close the accrual year for employees whose information changed since a specified date, enter the date for Changed Since.
    • To close the accrual year for employees who have a status of Active, LOA, and/or Terminated, select or clear the check boxes.
    • To close the accrual year 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 close the accrual year for employees who are either Exempt or Nonexempt, make a selection in the Exempt list. Leave this item blank to select both.

  4. Click the Attendance Criteria tab and choose the plans:

    • To choose plans with a specif type of plan year, select the Fiscal, Annual, and/or Anniversary check boxes.
    • To choose a specific type of plan, select the type from the Plan Type list (which includes all plans such as Vacation set up for the employer).
    • To choose a specific plan, select the Specific Plan check box and then select a plan from the list (which includes all plans set up for the employer).
  5. If you want to save your selections as the default so Time Off can use them the next time you close the accrual year, click Save as Default. To use the previously saved default settings, click Restore Defaults.
  6. To continue the Close Accrual Year process, click OK.

  7. Time Off displays a message stating the number of employees selected and the number of plans. Click Yes to proceed.

    The Close Accrual Year process starts. A status bar shows its progress.