A plan year is a twelve-month period during which an employee earns benefits for a plan, such as vacation time. At the plan year’s end, Time Off subtracts time used from time earned, calculates carryover units, and sets to zero the year-to-date figures to start a new plan year.
For each attendance plan, the type of Plan Year is specified on the General tab of the Attendance Plans Detail page.
The plan year can be one of the following types:
A fiscal plan year is a twelve-month period whose start date was specified on the Attendance Setup page when the employer was set up in your enterprise; see Setting up employers for Time Off.
Sage HRMS calculates year-end carryovers on the last day of the fiscal year. In the subsequent years, the system automatically increments the year, using the same month and day.
Example: If the fiscal year start date is July 1, 2023, the fiscal year runs from July 1 through June 30 in 2024 and in every following year. On June 30 each year, Time Off calculates all carryover units.
An annual plan year is identical to a calendar year. January 1 is the start date and December 31 is the end date. The system calculates all carryover hours on December 31 each year.
An anniversary plan year is a twelve-month period whose start date is usually the adjusted seniority date for the employee.
If you need to start the plan for an employee on a date other than the adjusted seniority date, enter that date when you enroll the employee in the plan. Sage HRMS calculates year-end carryovers on each employee's anniversary date. The system automatically increments the year, using the same month and day.
Example: If the adjusted seniority date for the employee is April 1, 2023, the anniversary plan year runs from April 1 through March 31 in 2024 and in every following year. On March 31 each year, Time Off calculates all carryover units.
This type of plan year is available only for Family Medical Leave Act (FMLA) plans in the U. S.
The 12-month rolling period determines an employee’s balance of FMLA leave by measuring backwards 365 days from the date the employee starts taking FMLA leave. This is called the 12-month lookback period. Each day the calendar moves forward, the 12-month lookback period "rolls" forward one day. Note that the lookback period includes the date to which you are accruing. In leap years, the extra day is included in the lookback.
Example: If you accrue to 11/29/2023, 365 days back is 11/29/2022 with 11/28/2022 as the 366th day (which is outside of the lookback period). If you accrue to 3/15/2024, 365 days back is 3/15/2023 with 3/14/2023 as the 366th day (which is outside of the lookback period).
The basic method of calculating an employee's available FMLA leave is as follows:
- Time taken before the first day of the 12-month lookback period is not used in the calculation because it was taken outside of the lookback period.
- Time taken within the 12-month lookback period is counted as time that is not available for the current FMLA leave request.