Attendance Plans Detail page

Use the Attendance Plans Detail page to create a new plan and specify the plan information.

Note: If you want Time Off to use rules and data from Sage HRMS Payroll to calculate maximum available hours, maximum carryover hours, and total carryover hours for an attendance plan, select the Use Payroll Accrual Rules check box for that plan.

Tabs on the Attendance Plans details page

General tab

Use this tab to specify general plan information, such as the plan year, calculation methods, accrual periods, and accrual code for mapping the attendance plan to payroll data.

Items on the tab
Item	Description
Use Payroll Accrual Rules	Select this check box to have Time Off Off use rules and data from Sage HRMS Payroll to calculate maximum available hours, maximum carryover hours, and total carryover hours. This ensures that any calculations based on hours worked reflect actual hours as recorded in Sage HRMS Payroll. You can continue to create absence transactions in the payroll process and to use Employee Self Service to view balances, but the accrual calculations will be done in Sage HRMS Payroll and added to the Attendance Plan as read-only. Note: If this check box is selected, the Seniority Levels tab and the Point System tab are unavailable.
Plan Type	Select the type of attendance plan: FMLA, LOA (Leave of Absence), Illness, Other, Personal, or Vacation. For example, if your company has several vacation plans, the plan type should be Vacation for each of those plans.
Plan Year	Select the type of plan year for the attendance plan: Fiscal, Annual, Anniversary, or Rolling 12-month (only available for FMLA plans). See Understanding plan years for more information.
Calculation Method	Select the method for calculating employee accruals: Accrual, Lump Sum, or None. Lump Sum is automatically selected for FMLA plans. See Understanding calculation methods for more information.
Accrual Period	(Lump Sum calculation method only) Select the interval at which time is accrued: week, month, quarter, or year. Time Off allocates the lump sum at the beginning of the selected interval. Year is automatically selected for FMLA plans.
Payroll Accrual	(Company-level attendance plans only) Select the Sage HRMS Payroll accrual code that this plan should be mapped to. Note: When a Payroll Accrual code is associated with an attendance plan, that plan can only be associated with one Absence Reason code on the Absence Reason Codes tab.
Absence Transactions Affect Perfect Attendance	Select this check box to have absence transactions incurred for this attendance plan count against employees’ perfect attendance records. For example, an absence incurred for a standard vacation plan probably do not count against an employee’s perfect attendance record; however, absences due to an unexcused illness might. Note: If Use Payroll Accrual Rules is selected, this check box is unavailable.

Seniority Levels tab

Note: This tab is unavailable for FMLA plans or when Use Payroll Accruals is selected on the General tab.

Time Off can use seniority levels to calculate accrued time. For example, a seniority level can state that after five years of service, time is accumulated at the rate of 15 days per year.

Note: Time Off bases an employee’s seniority on the Seniority Start Date on the Accrual Summary tab of the employee’s Time Off detail page and noton the Adjusted Seniority Date on the HR Status page in Sage HRMS.

The calculation method (on the General tab) determines how time accrues:

If the calculation method is Accrual, all amounts earned are per year.
If the calculation method is Lump Sum, all amounts earned are per Accrual Period (week, month, quarter, or year).

For each seniority level, enter the following information:

Items for a seniority level
Item	Description
After Months	Enter the number of months after which an employee earns time.
Hours Earned	Enter the number of hours earned by the employee at that seniority level.
Max Available	(Optional) Enter the upper limit to the hours calculated for that seniority level. (The default is 99999.99 hours.)
Max Carryover	(Optional) Enter the upper limit to the hours that can carried over to the next year. (The default is 99999.99 hours.)

Time Off can have ten seniority levels per plan. If you need to have more than ten seniority levels, set up two or more plans; see the following example.

Plan example with more than ten seniority levels

An employer provides ten vacation days (80 hours) during the first year, and then one extra vacation day per year for each additional year of service, with an accrual of 200 hours per year for employees with over 20 years of service. You can set up two plans—one plan for employees with less than ten years of seniority and another plan for employees with five years or more of seniority. The following tables show the vacation plan setup for these two plans.

Plan ID VAC2 - for employees with less than ten years seniority
After Months	Hours Earned
0	80
12	88
24	96
36	104
48	112
60	120
72	128
84	136
96	144
108	152

Plan ID VAC3 - for employees with five or more years seniority
After Months	Hours Earned
60	120
72	128
84	136
96	144
108	152
120	160
240	200

Absence Reason Codes tab

You can select specific Absence Reason codes to be associated with the attendance plan.

To associate the reason codes with the plan:

Select the code in the Available list (which shows all absence reasons set up in the Absence Reason code table).
Either double-click the code or click Select > to move the code to the Selected list.
If you need to remove a code from the Selected list, select it and click < Remove to move the code back to the Available list.

Notes:

The absence reason codes must be set up before you can associate them with an attendance plan.
If a Payroll Accrual code is selected on the General tab, you can only assign one Absence Reason code to the plan.

This association determines which attendance plan to charge when absence transactions are entered for an employee (on their Absence Transactions page).

Example: The Standard Personal Leave plan is associated with absence reasons Personal Leave-Paid and Personal Leave-Unpaid reason codes. Each time an absence transaction is entered for an employee that uses one of these absence reason codes, Time Off charges the absence hours to the employee’s Standard Personal Leave plan.

Note: To avoid the possibility of Time Off posting the absence to the wrong attendance plan, do not enroll employees in attendance plans that share the same absence reason codes. However, if plans need to share the same absence reason codes, see Time Off codes.

Point System tab

Note: This tab is unavailable when Use Payroll Accruals is selected on the General tab.

As employees incur absences, they can also accrue absence points. Using the Absence Points report, you can monitor these absence points to highlight attendance problems. This tab is used to set the threshold value and how points are accrued for the attendance plan.

Example: An employer wants to take disciplinary action when an employee incurs three or more absence points within 90 days. Set the threshold to three points, assign one point to equal one occurrence, assign the minimum number of hours required for the absence to count as an occurrence, and set the time range to 90 days.

Items on the tab
Item	Description
Threshold Value	Enter the maximum number of absence points at which your employer takes disciplinary action.
One Point = _ occurrences	Assign how many occurrences equal one absence point.
HOURS (or DAYS)	Assign the minimum number of hours (or days) required for the occurrence to count as an absence point. Normally, this would be the duration of one shift or day, such as 8. Example: This is set to 8 hours. If an employee was two hours late, their absence transaction would not count toward absence points. However, if the employee missed eight hours, the occurrence would count as one absence point.
per	Specify the time range to track absence points, such as 90 days. Note: This item is for your reference only. It is not used by the system for any calculations.