Setting Up Employee Time Off

Enter a unique Schedule Code for this accrual schedule. For example, V for vacation, S for sick, or P for personal time. (Required.)

Note: Click Create New Schedule to select a new accrual schedule for this time off type.

Select the plan year that this accrual schedule tracks, such as Fiscal. (Required.)

If the Plan Year Based On is Fiscal, enter the Last Day of Fiscal Year when each fiscal year ends.

Note: The Accrual Frequency and on fields work together to determine when an accrual occurs and through which date the accrual calculates.

Select the accrual calculation that triggers during payroll processing. (Required.)

Note: A warning message displays when you select End of Quarter, "Warning: Flat amount is the only Plan Accrual Method supported by End of Quarter Accrual Frequency. The Year End Basis must also be Fiscal Year ending on 6/30." Click OK to continue.

Note the following:

Note: This option is available only when you set the Plan Year Based On to Anniversary.

Select the date through which the accrual calculation is triggered. The options vary based on the selected Accrual Frequency.

Select if balances for this accrual schedule should print on employees’ payroll check stubs.

Enter a name to describe the time off accrual schedule. This will appear on each employee’s payroll check stub and certain reports.

Select to force the accrued through date to be the day before the start date when auto-enrolling employees in plans for this accrual schedule. This can help to ensure that auto-enrolled employees do not lose accrual for that day.

Select to display a warning during payroll initialization if an employee uses more hours than currently available.

Select if this accrual schedule is no longer used. The system will not calculate accruals or update existing employee registers.

Enter a unique code for this plan.

Note: To reuse information from an existing plan, select Copy from another plan.

Select the Accrual Method used to accrue paid time off. Additional fields become available based on this selection.

Note: For more information about the Flat Amount by Hours Worked option, see Defining Flat Amount by Hours Worked.

Enter a flat amount to add on the accrual balance when the first accrual triggers for any employee assigned to this time off plan.

Note: This amount only applies to plans with an Accrual Method of Flat Amount, Flat Amount by Hours Worked, or Months Worked. (Plans that use other Accrual Method options will display Add Hours To Balance On First Accrual as read-only.)

Enter the maximum number of unused hours that employees can carry over from one year to the next.

Note: If the client’s employees cannot carry over unused Time Off hours, enter 0 in the Annual Carryover field. If there is no maximum number of hours, enter 9999.99.

Specify a usage waiting period to suppress employees’ accrued time off until after the specified period of time after their original hire date. Using the field and the drop-down, enter the number of hours, days, or months until employees can request time off, if appropriate for this time off plan. (This must be a whole number.)

Note: Accrued time off will not display as available on pay stubs/advices until that many hours, days, or months have passed since their original hire date. If an employee leaves the company and is then rehired, the system uses the original hire date, not the rehire date.

Select if the system must stop the calculation/initialization step of the timesheet process when one or more employees exceed the Max Usage Limit Per Plan Year.

Select this setting to display, on the memo line of the employee pay stub, the hours that the employee already used (year-to-date). Use this field to comply with California's COVID-19 sick leave requirements for 2022.

To use this setting, you must have Print On Check enabled for the corresponding accrual schedule.

Note the following:

Suppress printing on pay stubs. Enter the number of days or months (from the time off start date) to suppress printing the time off balance of this plan on each payroll check stub and to suppress the display in Employee Portal. From the list, select Days or Months.

Enter the maximum number of hours accrued per year.

Enable the Apply Carryover Toward Maximum Amount Accrual Per Year field to allow employees who work at qualified Colorado and Maine employers to carryover accrued leave. (There are yearly maximums on the accrued leave.)

Note: Employees will stop accruing time off when the carryover hours plus the accrued hours reach the Maximum Amount Accrual Per Year value.

Enter the number of hours the system stops accruing hours.

Enter a brief, descriptive code that represents the absence type, such as SICK for an employee illness.

Note: An error displays if you enter an existing Absence Code, "<Code> is an existing Absence Code."

Enter a descriptive reason for the absence (required), such as Sickness. This reason displays on the absence report.

Select whether to post the hours using this absence code to employee's time off bank.

Note: If the absence type accrues time, it will update the employee's time off bank in order to keep track of the hours an employee has taken, such as vacation and sick time. Some absence codes, such as jury duty or bereavement, may not update an employee's time off bank.

Select for an absence that is a Family Medical Leave Act event.

Enter a value that, when paid to employees, deducts the hours paid from the employee's time off bank for this absence code. The Pay Description displays. (These settings apply when users enter time on the timesheet or import them.)

Note: You can only enter or select restricted pay codes (that is, pay codes assigned to the client in the Control tab on the Client Details form) when you select the Pay Code link.

If this absence updates an employee's time off bank, enter each of the relevant Accrual Schedules. The Description displays.

The system automatically populates the Accrual Schedule field with the following data from the Schedule Code field on the Accrual Schedule panel:

Note the following:

Enter the minimum number of hours that employees can request in advance for this absence type.

Specify how soon a leave request can be made after an employee has completed a previous leave with one of these options: