Date: July 17, 2024

Time Off: Accrual Enhancements and User Interface Update

Background: Our original options for time off accrual were limited for Payroll clients. Clients with more complex accrual needs were unable to input their time off accruals into our system easily.

What’s new?

We have updated the Time Off settings user interface, making it easier to navigate, and added several options to our time off accrual offerings.

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.

Choose rollover date: specifies 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.

Time off will accrue for: you can now specify if time off can accrue for Overtime and Double time earnings.

 
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.