Setting Up Time Off Accruals

Greenshades Payroll supports multiple types of time off accrual options for your employees.
Before you can create your accrual schedule you will first need to create a Time Off pay code. We have a useful guide on how to create Earnings Codes here! 

You may configure the time off code by using Greenshades Online and navigating to: Settings -> Payroll -> Codes -> Create Code on the Time Off Code screen.

Time Off Code Details

This screen allows you to input the basic details for your time off accrual. 

Code name: This is the name that will display in Greenshades for this pay code. This cannot be changed once the code has been saved.
Pay stub name: This is the name that will display on employee pay stubs.
Description: Optional field to give more information that you may need to reference later.
Start date: Beginning date that the code can take effect.
End date: Optional field you can use for limiting the usage of this time off code.
Can code carry a negative balance?: This option will limit the balance from a time off code to zero if has been selected. 

For example, an employee has 4 hours of PTO in their balance, and they request 8 hours which is approved and makes it to payroll. If the setting is set to “Yes” the employee will then have a balance of -4 hours. If the setting is set to “No” they will have a balance of 0 hours.

Accrual method: This dropdown will allow you to select from several different options.
•    Fixed annually: accrues a specific number of hours on a specified date
•    Fixed by hire date: accrues a specified number of hours on each anniversary of the employee’s hire date. The option to use rehire date can be specified if this is selected. 
•    Fixed per pay run: accrues a specific number of hours after each pay period
•    Hourly per pay run: accrues time off based on the number of hours worked
•    Hourly per location: accrue time off based on where the earnings were performed 

Accrual Tier Information

This screen acts as the schedule for your accrual. How long an employee must work before accruing, variable accrual rates based on years of service, and rollover dates are all configurable to your policy.

 
 
Years of service: allows you to add different accrual rates based on years of service.
Accrual per hour worked: value here specifies the number of hours the employee will accrue based on the hours specified to work in step 1.
Maximum rollover: the maximum number of hours that can be carried over each year.
Maximum balance: the maximum number of hours an employee has available to them.
Max accrual per pay run: to limit the number of hours an employee can accrue per pay run.
Max accrual per year: limits the number of hours an employee can accrue per year.

 
Choose rollover date: stating when the balance will carry over each year.
•    Hire date will be on the anniversary of the employee’s hiring. An option for rehire date will appear if this is selected.
•    January 1 carries over at the beginning of the calendar year.
•    Custom date allows you to specify the month and day for the rollover to occur.

Delay the start of time off accrual by: if you have a new hire waiting period that an employee should not accrue time off you can specify what that waiting period is.
•    No delay: start accruing right away.
•    Completed pay runs: specify the number of normal pay runs that the employee has to be processed through before accruing. Special pay runs and adjustment runs will not count for this delay method, only scheduled pay runs.
•    Days into the current calendar year: allows you to specify a count of days since January 1st that an employee would have to wait to accrue.
•    Days since hire date: allows you to specify the amount of days since the employee was hired to accrue time off.
•    Total hours worked by employee: you can specify the amount of hours worked before the employee is allowed to accrue.

Associated Paid Time Off Codes

Now that you have configured your accrual rates you can assign the pay code that you have created. Only one pay code can be used per accrual schedule and each pay code can only have one accrual schedule assigned to it. If a pay code already has a schedule assigned the checkbox will be grayed out and will not be allowed as a selection.
 

Once you have clicked Save you are finished with this setup and can now assign the code to your employees.