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Sage HRMS

Time Off User Guide

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Table of Contents Time Off Detail Pages ......................................................................................... 1

Absence Transactions ............................................................................................................ 1

Attendance Summary ............................................................................................................ 2 Edit, Delete, and Enroll Employees ............................................................................................ 3 Attendance Summary Tabs .......................................................................................................... 4

Time Off Tasks ...................................................................................................... 9

Assign Leave of Absence ...................................................................................................... 9 To Assign a Leave of Absence ..................................................................................................... 9 Steps for assigning a leave of absence ........................................................................................ 9

Post Absence to Previous Year ........................................................................................... 10 To Post an Absence to a Previous Year .....................................................................................11

Return from Leave of Absence ........................................................................................... 11 To Return an Employee from Leave of Absence ......................................................................12

Time Off Processes ............................................................................................ 15

Accrue Time Process ............................................................................................................ 15

Add Attendance Plans......................................................................................................... 17 To Add an Attendance Plan ........................................................................................................17

Change Attendance Plans ................................................................................................... 18 To Change Attendance Plans ......................................................................................................19

Close Accrual Year ............................................................................................................... 19 Before You Begin ..........................................................................................................................20 To Close the Accrual Year ...........................................................................................................20

Create Absence Transactions .............................................................................................. 21 To Create Absence Transactions ................................................................................................22

Delete Absence Transactions .............................................................................................. 23 To Delete Absence Transactions.................................................................................................23 Mass Update .................................................................................................................................23 File and Field To Update .............................................................................................................24 Records to Update ........................................................................................................................25 New Value .....................................................................................................................................25 Complete the Process ...................................................................................................................25

Post Transactions to Summary ........................................................................................... 26 To Post Transactions to Summary .............................................................................................26

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Reset Current Accrual Year ................................................................................................ 26 To Reset the Current Accrual Year ............................................................................................27

Process Time Off ................................................................................................ 29

To process time off: ......................................................................................................................29

Index .................................................................................................................. 31

Time Off 1

Time Off Detail Pages Absence Transactions Each time you record an employee’s absence, whether it is a personal day off or an FMLA medical leave of absence; you add a transaction to the employee’s attendance record. The Absence Transactions page contains a list of all the transactions for an employee. When it is necessary to record an employee’s absence, you add a record to this page.

This page shows all absence transactions for the selected employee. It lists transactions that were manually entered as well as transactions automatically added. For example, if you chose to Create Absence Transactions when you returned an employee from a leave of absence, those leave transactions are listed on this page as well.

When you make a change to this page, either by adding, editing, or deleting records, Time Off automatically recalculates total hours taken and total hours available according to the date you make the change. The Attendance Summary page then displays the updated information.

• To add a new absence transaction, click Add.

• To edit an existing absence transaction, click the + button next to the record or highlight the record and click More…. The detail page opens and shows the information for the selected record.

Tips:

• If you need to enter a multiple day absence that begins at the end of one accrual year and continues into the next, split it into two transactions unless you want it all to count in the first accrual year. For example, an employee is taking the last week of December and the first week of January as vacation. Enter this as two transactions: one forty-hour work week in the current accrual year and one forty-hour work week in the next accrual year.

• If you want to record exact dates, enter one transaction per day. Otherwise, enter the first date and then the total units for the absence.

Attendance Summary

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The Absence Transactions detail page contains the following fields.

Field Label Field Description

Date The date on which the absence began. The Date should occur within the current accrual year. However, if you enter a date prior to the start of the accrual year, Time Off informs you the date does not occur within the current accrual year and prompts you to confirm the transaction. Note: If you must post an absence to a previous accrual year, use the action Post Absence to Previous Year.

Day The weekday that corresponds to the Date. Time Off provides the day when you enter the date.

Reason The reason for the absence. The codes originate from the table of Absence Reason codes.

Hours/Days Total number of hours or days taken for this absence. Enter a whole number and as many decimals as you set up for the plan. For example, if you set up your plan for two decimals, enter 1.25 for 1 hour and 15 minutes; enter 40.00 for one forty-hour work week. If you set the employer’s absence units to days, the field label is Days.

Comments Enter any comment you have about the absence. If you do not provide a comment, Time Off defaults to the Absence Reason.

Attendance Summary An employee’s Attendance Summary page shows all plans in which the employee is enrolled. Each plan details time taken, time carried over from previous accrual years and time available. The seniority start date for each plan determines plan seniority and accrued time.

The Attendance Summary page works in conjunction with the employee’s Absence Transactions page. That is, each time you add, delete, or modify an absence transaction, the system posts your changes and updates the Attendance Summary page.

Note: For Payroll users, Sage HRMS can draw data from Payroll to calculate Time Off accruals. You map Attendance Plans to accrual codes when you Add Attendance Plans. For any plan mapped to Payroll, all fields on the General tab of the Attendance Summary are disabled, except for Plan Type and Payroll Accrual, and the Seniority Levels tab is disabled.

The top of the page displays employee information and the remainder of the page displays summary information about the plans in which the employee is enrolled. If you set your absence units to hours during Attendance Setup, time is shown in hours. If you set your absence units to days, time is shown in days.

Attendance Summary

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Edit, Delete, and Enroll Employees

To Edit an Existing Attendance Plan

1. Click the + button next to the record or highlight the record and click More….

2. The detail page opens and shows the information for the selected record.

3. Make the necessary changes and click OK.

To Delete an Attendance Plan

1. Select an attendance plan.

2. Click Delete and confirm the deletion.

To Enroll the Employee in a New Plan

1. Click Add on the employee's Attendance Summary plan to open the New Attendance Plan dialog box.

2. Select a plan from the drop-down list. The list contains all the Attendance Plans you set up for the employer and added to the Attendance Plans code table.

Note: You should not enroll the employee in attendance plans that have the same associated absence reason codes. If you unintentionally enroll an employee in two different plans with the same associated absence reason code, the system charges the hours taken against both plans.

3. When you have selected a plan, the system automatically fills in the ID, Type, and Description fields. Click OK.

4. If the plan you are adding is an anniversary plan, the Plan Start Date dialog box opens. The Anniversary Year Start date defaults to the employee's adjusted seniority date (by which seniority levels are calculated). However, if you need to start the plan for this employee on a date other than the adjusted seniority date, enter the date here. Entering an anniversary year start date different from the employee’s adjusted seniority date does not affect the Seniority Start Date on the Attendance Summary detail page.

5. Click OK. The Attendance Summary Detail page opens. This page contains data that the system has calculated for the selected employee and attendance plan. The page also contains information that you already set up for the selected attendance plan, such as ID, description, and type of plan. You cannot change the information in these fields; they are disabled (grayed).

6. Use the Change Plan and Accrue buttons and the two tabs, Accrual Summary and Accrual Breakdown, to review accrual information for the employee. You can change information on any of the fields that are enabled. If necessary, the system will then re-calculate the data to reflect your changes.

Attendance Summary

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Attendance Summary Tabs

Accrual Summary Tab


Start Date The start date is used to determine seniority for the attendance plan. The system uses this date to calculate seniority level for accrual for all plan types except Rolling 12-month FMLA. The date defaults to the Adjusted Seniority Date entered on the employee’s HR Status page, however, you can modify it as necessary. The Adjusted Start Date on the HR Status page is based on the Start Date. If you modify the Start Date, a message asks: The employee's HR Adjusted Seniority is <Old Date>. Would you like to change it to <New Date>? Click Yes to change the Adjusted Seniority Date (on the HR Status tab) to the new Start Date (on Attendance Summary Detail). Click No to change the Start Date on the Attendance Summary Detail page only. The adjacent field is the length of employment and is determined by the Start Date for this plan. If this is an Anniversary plan year, the Start Date determines the start of the plan year, year-end eligibility date, and the carryover date. Note: When you add a Rolling 12-month FMLA plan, it does not use seniority dates. Instead, the system calculates the amount of time available (eligibility) based on the number of hours the employee worked in the previous 365 or 366 (leap year) days.

Use Select the date to start calculating the employee's length of service for the plan. Select from Original Hire Date, Last Hire Date, Adjusted Seniority Date, or Vacation Service Date.

Calculate Service as of Select the date to end calculating the employee's length of service for this plan. The system uses the length of service to determine which seniority level to use for accruing time.

Threshold Value The threshold value is the maximum number of absence points the employee can accumulate before passing the threshold. When you initially add an employee to the plan, this defaults to the threshold value set up for this attendance plan. For more information about absence points and threshold value, refer to Define the Point System.

Attendance Summary

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Previous Year Carryover The total amount of time (hours or days) carried over from the previous year. This was the available balance on the day of the year end close. The Previous Year Carryover date is the effective date for carrying over the unused time from previous years or from the close date that resulted in the carryover. The system updates this date anytime you perform the Close Accrual Year process. Notes:

• The Accrual Breakdown tab contains detailed information of this accrual figure.

• Time Accrued does not apply for the Rolling 12-month FMLA plan.

Accrued Total time accrued (hours or days) for the employee in this

attendance plan. The time was accrued through (up to and including) the date shown next to the Accrued field. Note: The Accrual Breakdown tab contains detailed information of this accrual figure.

Eligibility Available only for a Rolling 12-month FMLA plan. For a 12-month FMLA plan, this is the amount of time the employee is eligible to take for the leave. When the employee is first enrolled in the plan, the system uses one of two calculation methods (when absence units = hours or when absence units = days) to determine the amount of time. If the employee's eligibility ever changes from this initial calculated eligibility, you must manually enter the new amount as the system will not automatically update it. Calculation details The system calculates the leave time (eligibility) only when the plan is added to the employee the first time, although you can change it at any time. The calculation is as follows. When Attendance Setup Absence Units = Hours Accrued = (pe.p_normunit * V) / 52 * 12 Pe.p_normunit is the hours/units from the Sage HRMS Current Page. V is the value associated with the pay frequency (W = 52, B = 26, S = 24, M = 12). This formula converts the hours/units to an annual amount (2080), divides this amount by 52 (weeks in the year), and multiplies the quotient by 12 (FMLA weeks) to derive the number of hours available for the employee's FMLA (eligibility). When Attendance Setup Absence Units = Days Accrued = 60 This assumes a workweek is defined as five days.

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Time Taken Total number of hours or days the employee has taken for this plan in the current accrual year. This field combines all transactions for the current plan year that have an associated absence reason code. If the plan is a Rolling 12-month FMLA plan, this is time taken in the last 365 days using the accrued date for the plan. Any absence transactions that are associated with the selected plan and are dated within the last 365 days in relation to the accrued date, are included as taken.

Time Available The total number of hours or days available for the employee to use. For most plan types, Time Available is calculated as previous year carryover hours + accrued time - time taken. For a Rolling 12-month FMLA plan, Time Available is calculated as eligibility - time taken.

Year-End Eligibility The total number of hours or days that will accrue for the current accrual year for the selected plan. This is the same as if you had asked to accrue to year end. The Year-End Eligibility date is the last day in this plan’s accrual year. If the plan year is annual, the date is 12/31. If the plan year is fiscal, this is the end of the fiscal year. If the plan year is anniversary, this is the day before the employee’s next anniversary. Notes:

• If an employee changes from one seniority level to another during his/her accrual year, the earned time at each level is accrued at the appropriate rate.

• Year-End Eligibility does not apply for the Rolling 12-month FMLA plan.

Suspend Accrual Select this check box to stop accruing for this employee for the selected plan. You will be prompted to enter the date on which you want benefits to stop accruing. The system accrues time through this date. When you want to start accruing again, unselect the check box; you will be prompted to enter the date accruals resume. Suspend Accrual does not apply for the Rolling 12-month FMLA plan.

Payroll Accrual The Payroll Accrual Code to which this selected Attendance Plan has been assigned; see Add Attendance Plans.

G/L Distribution The G/L Distribution Code for Accruals from this plan. The default value is None" If a value appears in the Payroll Accrual field above, an entry other than None is required.

Effective The effective dates of the plan. Choosing start and stop effective dates prevents duplicate transactions when an employee has been assigned to two time-off plans and uses the same reason code for both. The default effective start date is the plan start date. The default stop date is 12/31/2099.

Attendance Summary

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Accrual Breakdown Tab

The last two fields (on the Accrual Breakdown tab) show a breakdown of the total time accrued for the employee and the date through which the time accrued. The system automatically updates these amounts and dates in specific situations (explained in the following table). When the system updates these fields, you cannot adjust the amounts or dates or accrue to a date previous to these dates without first resetting your accrual year. However, you may continue to accrue for dates after the process.


Maximum Yearly Carryover

The maximum additional number of hours that can be carried into the next plan year, not counting the previous year’s carryover. You set this up when you set up the attendance plan. Note: The Maximum Yearly Carryover does not apply for the Rolling 12-month FMLA plan.

Maximum Total Carryover

The maximum number of hours an employee can carry into the next plan year. You set this up when you set up the attendance plan. Note: Maximum Total Carryover does not apply for the Rolling 12-month FMLA plan.

Accrued Since Last Close

Show a breakdown of the total time accrued for the employee since the last close date. Note: Accrued Since Last Close does not apply for the Rolling 12-month FMLA plan.

Accrued Since Last Close Date

Shows the last accrual date. Sage HRMS updates this date when you perform the Accrue Time process, or when you Accrue Time for a single employee from the Attendance Summary page. Note: Accrued Since Last Close Date does not apply for the Rolling 12-month FMLA plan.

Attendance Summary

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Time Off 9

Time Off Tasks Assign Leave of Absence The Assign Leave of Absence action enables you to record all necessary employee leave information, including information that is required if the employee is on an FMLA absence. If you are also using Time Off, the action enables you to suspend accruals while an employee is out on leave. For more information on Actions, refer to Overview of Actions.

To Assign a Leave of Absence

Note: When you place an employee on leave, the system adds a new record for the employee’s job history. The Leave Start Date is the effective date for the new record in the Job History (HJOBHIS) database.

1. From the Navigation Pane, select Employees > Tasks > Assign Leave of Absence.

2. Find the employee you want to place on leave of absence. The steps page opens and lists the steps for assigning a leave of absence.

3. Check the steps you want to complete. Complete each step now or schedule steps for yourself or another user to do later. Note that Leave Information is a required step.

4. Click OK to start moving through the steps.

If you use only Sage HRMS, then Leave Information and Review Benefit Enrollment are the only steps that appear.

Steps for assigning a leave of absence

Leave Information

The Leave Information page enables you to enter information such as the reason for the leave, the leave start date and the employee’s scheduled return.

Sage HRMS uses the information on this page to update the employee’s current job and job history information to ensure you fully record the employee as being on leave.

If you also use Time Off, you can indicate whether or not to suspend accruals of specified attendance benefits during the employee’s leave of absence, such as personal leave or vacation time. Otherwise, the Suspend Accruals button is disabled.

In addition to allowing you to assign regular leaves of absence (such as jury duty and military service), Sage HRMS also allows you to track leaves of absence covered by the Family Medical Leave Act (FMLA). When you place an employee on FMLA leave, you must enter the appropriate information on the FMLA Event tab.

Post Absence to Previous Year

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When you finish, click Continue to save your entries and proceed to the next step.

Review Attendance Enrollment

The Attendance Summary page enables you to review the details of each attendance plan in which the employee currently participates. If you did not already suspend accruals for a specific plan, select a plan, open the plan’s detail page and click the Suspend Accrual of Time box. After reviewing the employee’s attendance plans, click Continue to move to your next scheduled step.

Review Benefit Enrollment

The Review Benefit Enrollment step enables you to review the employee's savings plans and insurance plans before assigning a leave of absence. The Savings Benefits page is the first page in the Benefits Enrollment step.

When you finish working with the employee's savings plans, click Continue to access the Insurance Benefits page. This page lists all the insurance plans in which the employee participates.

When you finish reviewing and updating the employee's insurance plans, click Continue to move to the next step.

Change Payroll Status

The Change Payroll Status step enables you to change the employee's payroll status before assigning a leave of absence. Click Complete to open the Current Pay tab of the Current Pay page, where you can change the employee's payroll status.

Post Absence to Previous Year When you close an accrual year for an employee, Time Off posts all absence transactions with a date occurring within the current year and accrues attendance benefits through the last day of the year. The system performs carryover calculations and the new accrual year begins with zero year-to-date totals.

After you close an accrual year, you might find you neglected to post an absence transaction or you posted an absence transaction incorrectly during the previous accrual year. For example, after closing the accrual year, you discover you neglected to enter eight hours of illness leave for an employee. Even after you close the previous accrual year, Time Off allows you to post the eight hours to the employee’s attendance record.

Return from Leave of Absence

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To Post an Absence to a Previous Year 1. From the Navigation Pane, select Time Off > Tasks > Post Absence to Previous

Year.

2. Find the employee for whom you want to post an absence and click OK. There is no Steps page for this action; rather, you proceed directly to the Post Absence Transaction to Previous Year page.

3. On the Plan tab, select the Plan To Update from the drop-down list. The list contains all the attendance plans in which the employee participates.

4. On the Transaction tab and enter the date of the absence transaction.

5. Select a Reason from the drop-down list. This list originates from the Absence Reason code table.

6. Enter the number of Hours (or Days) for the absence transaction.

7. Enter any comments you might have concerning this transaction.

8. Click OK. The system reminds you it subtracts the hours from the current year's carryover hours and prompts you to confirm you want to post the absence to the previous year. If you indicate the system should post the transaction to the previous year, the system subtracts the hours you entered from the current year's carryover and calculates a new balance for hours available in the current year.

Notes:

• In some cases, carryover might not change. For example, if at year's end an employee exceeds the maximum yearly carryover by the amount of the absence transaction, carryover remains the same.

• Time Off determines carryover by the following calculation: hours available at year-end minus the absence transaction equals the carryover (up to the maximum yearly carryover).

Return from Leave of Absence When an employee returns from a leave of absence, you must update employee status and benefit enrollment information. If you are using Time Off, you must also update attendance information so the employee can again start accruing time. The Return from Leave of Absence action enables you enter the employee’s return date as well as review the employee’s attendance plans and transactions. Sage HRMS automatically resumes accruals when you return an employee from a leave of absence.


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To Return an Employee from Leave of Absence Sage HRMS adds a new record to the employee’s Job History file when you return them from a leave of absence. The Actual Return Date is the effective date for the Job History file.

1. From the Navigation Pane, select Employees > Tasks > Return from Leave of Absence.

2. Find the employee you want to return from leave of absence. The steps page opens and lists the steps for returning an employee from leave of absence.

3. Select the steps you want to complete. Complete each step now or schedule steps for yourself or another user to do later. Note that Leave Information is a required step.

4. Click OK to start moving through the steps.

If you use Time Off, Allocate Leave to Other Plans, Review Absence Transactions, and Review Attendance Enrollment appear as additional steps. To return an employee from a leave of absence, do the following

Leave Information

The Leave Information page contains information identical to the information you provided when you placed the employee on leave of absence.

You can change any information on this page. However, to ensure you correctly return the employee from the leave of absence, you must:

1. Enter the date the employee returned to work in the Actual Return date field. Sage HRMS resumes attendance accruals as of the beginning of this day.

2. Enter the amount of time the employee remained on leave in the Hours Away field (or Time Away field, if your employer uses Days as Absence Units).

3. Select the appropriate Employee Status. Normally, you change the Status from LOA to Active. The employee’s Job History file updates when you change the status.

4. Select the appropriate Employee Type. Normally, you change the Type from Leave of Absence to Regular Full Time.

5. Determine whether or not you want to create an absence transaction for the leave of absence (if you are using Time Off).

6. Click Continue when you finish to move to the next step.

Allocate Leave to Other Plans

When you return an employee from a leave of absence, Sage Time Off can create absence transactions to record the leave. In such cases, the Absence Reason is identical to the Leave Reason. You create absence transactions only if you did not previously enter transactions.


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Time Off also allows you to allocate specific time to employees' attendance plans. For example, an employee takes five days of FMLA leave. The accrued time available for the employee is four days. Your employer’s policy dictates you charge the employee’s available vacation and illness time to FMLA leave. Thus, your employer might charge four of the five FMLA leave days to the employee’s vacation and illness plans in the following manner: three days of vacation and one day illness; one day would be charged to FMLA leave.

If you chose to create absence transactions, Time Off charges the FMLA, vacation, and illness plans accordingly. This step opens the Allocate Hours of Leave page.

• The Total Hours Taken field is the length of the employee’s leave of absence. This field is the same as the Hours Away field on the Leave Information page.

• The Hours Allocated To Other Plans field is the sum of the amounts you enter into the Allocate fields on this page. The Hours Left To Be Allocated field shows the result of Total Hours Taken minus Hours Allocated To Other Plans.

• The plan area of the page lists all the plans in which the employee participates. Each plan lists the available hours you can allocate to that plan.

• To allocate time to other plans, enter the number of hours in the plan’s Allocate field and then select a Reason from the drop-down list adjacent to the Allocate field. This becomes the Absence Reason in the new transaction record.

Note: Each time you allocate hours to a plan, the Hours Allocated To Other Plans field updates according to your entries and the Hours Left To Be Allocated field recalculates to reflect a new amount.

Click Continue when you finish to move to the next step.

Review Absence Transactions

The Absence Transactions page lists the employee’s updated absence transactions, including the absence transactions you just processed with the Return from Leave of Absence step.

Review the list and make necessary changes before you complete this step. You can add, modify, or delete any existing transactions.

Review Attendance Enrollment

The Attendance Summary page enables you to review the details of each attendance plan in which the employee currently participates. Before you return the employee from the leave of absence, review the attendance plans in which you previously enrolled the employee prior to the leave of absence. You might have to adjust the Start Date. After reviewing the employee’s attendance plans, click Continue to move to your next scheduled step.


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Review Benefit Enrollment

The Review Benefit Enrollment step enables you to review the employee's savings plans and insurance plans before you return the employee from a leave of absence. The Savings Benefits page is the first page in the Benefits Enrollment step.

When you finish working with the employee's savings plans, click Continue to access the Insurance Benefits page. This page lists all the insurance plans in which the employee participates.

When you finish reviewing and updating the employee's insurance plans, click Continue to move to the next step.

Change Payroll Status

The Change Payroll Status step enables you to change the employee's payroll status before you return the employee from a leave of absence. Click Complete to open the Current Pay tab of the Current Pay page, where you can change the employee's payroll status.

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Time Off Processes A process changes or creates information pertaining to a group of employees and involves one step or a series of steps that lead to the completion of a task.

There are two categories of processes: Sage HRMS processes and system processes. Sage HRMS processes primarily affect individual Sage HRMS products, and system processes affect the entire system.

Accrue Time Process The Accrue Time process enables you to accrue attendance plans to a specified date. When you run the process, you can accrue time for all employees in a company, selected employees or specific attendance plans.

Note: For Attendance Plans in which the Use Payroll Accrual Rules check box has been selected, you will not run the Accrue Time process. Accrued time in such cases is imported from Payroll.

When you accrue time, Time Off:

Note: Calculates hours accrued through the date specified.

• Posts all absence transactions and if you are also using Payroll, the transaction accruals are transferred to Payroll in the form of timecards where they are then processed in the payroll.

• Updates the Accrued date on the employees' Attendance Summary page.

Use the Accrue Time process to update accrued time prior to year-to-date reporting or for information and planning. To accrue time:

1. From the Navigation Pane, select Time Off > Processes > Accrue Time.

2. On the Employee Criteria tab, select the employer from the drop-down list. If there is only one employer, that employer is selected as the default employer.

Tip: To select all employees within the employer, leave the remaining fields blank.

3. Use the organization drop-down lists to select specific organization levels.

4. Use the Changed Since field to select those employees whose records have changed since a specified date.

5. Determine whether you want to accrue time for employees who have a status of Active or LOA. Select each box that applies.

6. To accrue time for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.

Accrue Time Process

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7. You might choose to enter additional selection criteria in the Custom Criteria field. From the drop-down list, select the Criteria Table, the Criteria Builder or the FoxPro Expression Builder.

8. You can choose to include either Exempt or Nonexempt employees. Leave this field blank to select both.

9. On the Attendance Criteria tab, determine whether to accrue time for attendance plans with a plan year of Fiscal, Annual, or Anniversary. Select each check box that applies.

10. To accrue time for a specific attendance plan, select the Specific Plan check box and select a plan from the drop-down list. All the plans set up for the selected employer appear in the list.

11. To accrue time for a specific type of plan, select a Plan Type from the drop-down list. All the plan types (such as Vacation and FMLA) set up for the selected employer appear in the list.

12. After you make all of your selections, you can save them as default settings so Sage Time Off can use them the next time you accrue time. Click the Save as Default button. To use the previously saved default settings, click Restore Defaults.

13. Click OK after you make all of your selections. The Accrue Time dialog box opens.

14. Enter the date through which you want to accrue time. This allows you to see what each employee’s accrual was or might be. You can enter a date in the past (back to the beginning of the plan year) or the future. If you are also using Payroll, you should accrue time through the payroll check date.

Note: There might be some situations where you cannot enter a past date. For example, if an employee was on leave and accruals were suspended, you cannot accrue time prior to the employee’s return from leave.

15. After you enter the Accrue Through Date, click OK. Time Off indicates the number of employees selected.

If you specify an Accrue Through Date that occurs after the employees' plan years end, Time Off determines how many of those employees' attendance plans need to close before the accrual date you provided. This normally pertains to Anniversary plans.

For the plans you must close, determine if you want to accrue only to the end of their plan year (click Accrue only to Year-End) or if you want to close their plan year and accrue through the Accrue Through Date you provided (click Close Plan Year and Accrue).

For example, an employee’s anniversary is May 1 and the Accrue Through Date is July 17. If you select Accrue only to Year-End, the plan is accrued through April 30. If you select Close Plan Year and Accrue, the plan is accrued through April 30, closed, carryover is posted and then the plan is accrued from May 1 through July 17.

Add Attendance Plans

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Note: Choose Accrue only to Year-End if you intend to enter more absence transactions that apply to that year. Choose Close Plan Year and Accrue if you want to close the employee's plan year as of the Accrue Through Date.

16. As the Accrue Time process continues, a status bar shows its progress. Sage Time Off automatically posts all selected employees’ absence transactions.

Add Attendance Plans This process allows you to quickly and easily add attendance plans to one or more employees. You can add a plan to all employees within a particular employer or to just one employee.

If the plan you are adding is an anniversary plan, the start date for all the employees to whom you are adding the plan defaults to their adjusted seniority date (by which seniority levels are calculated). If, after you perform the Add Attendance Plans process, you want to change an employee's start date to a date other than their adjusted seniority date, delete the plan from the employee, then add the plan to the employee separately.

To Add an Attendance Plan 1. From the Navigation Pane, select Time Off > Processes > Add Attendance Plans. Fill

in the appropriate information on the two tabs on this page: Employee Criteria and Attendance Criteria.

2. On the Employee Criteria tab, select the employer from the Employer drop-down list. If there is only one employer, that employer is selected as the default employer.


3. Use the drop-down lists to select specific organization levels.

4. Use the Changed Since field to select all employees whose records have changed since a specified date.

5. Determine whether you want to assign an attendance plan for those employees who have a status of Active or LOA. Select each box that applies.

6. To assign an attendance plan for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.

7. You might choose to enter additional selection criteria in the Custom Criteria field. From the drop-down list, select the Criteria Table, the Criteria Builder, or the FoxPro Expression Builder.

8. You can choose to include either Exempt or Nonexempt employees. Leave this field blank to select both exempt and nonexempt employees.

Change Attendance Plans

18 Sage HRMS

9. On the Attendance Criteria tab, select the All Employee Types box to include employees assigned any employee type code. To include only employees with a specific employee type code, clear the All Employee Types box and select an employee type code from the specific Employee Type drop-down list.

10. After you make all of your selections, you can save them as default settings so Time Off can use them the next time you close the accrual year. Click the Save as Default button.

11. To use the previously saved default settings, click Restore Defaults.

12. Click OK after you make all of your selections. The New Attendance Plan dialog box opens.

13. Select an attendance plan from the list. Time Off automatically provides the ID, type, and description.

14. Click OK. Time Off asks for an effective date to assign the attendance plan. The default is today’s date.

15. Click OK to continue the process. Time Off asks if you want to assign the plan to all employees who match your selection criteria.

16. Click Yes to continue. As the process continues, a status bar shows its progress. Time Off displays the employees’ names as the system enrolls them in the attendance plan.

17. When the process is complete, each selected employee’s Attendance Summary page displays the new attendance plan.

Change Attendance Plans As Time Off accrues employee attendance transactions and time during the attendance plan year, you might find it necessary to move one or all employees from one attendance plan to another in the middle of the year.

For example, your employer wants to change the calculation method for its vacation plan from accrual to lump sum. That is, instead of each employee accruing time on a daily basis, the employer now wants to give a lump sum of vacation time to each employee at the beginning of the plan year. In this case, you must set up the new plan and then change all of the employees’ vacation plans to the new vacation plan.

When changing from one plan to another, you can choose whether or not to carry over accrued time from the old plan to the new plan.

Note: You can also change an employee’s attendance plan from the employee’s Attendance Summary page. However, if you use the page, you can change a plan for only one employee at a time.

Close Accrual Year

Time Off 19

To Change Attendance Plans 1. Make sure all Sage HRMS users have exited the system.

2. Back up your Sage HRMS system using your external backup procedure.

3. From the Navigation Pane, select Time Off > Processes > Change Attendance Plans. Fill in the appropriate information.

4. Select the Employer for whom you are changing attendance plans.

5. Click the arrow next to Old Plan and select from the list of plans defined for the employer. The corresponding Plan ID and Type are automatically filled in.

6. Click the arrow next to New Plan and select the new plan from the list of plans defined for the employer. The corresponding Plan ID and Type are automatically filled in.

7. Enter the date on which you want the change to be effective.

Important! Make sure the effective date is always in the same year as your system’s date. For example, if your system’s date is 1/10/2008 and you enter 12/20/2007 as the effective date to change the plan, the system will automatically accrue to year end and close the plan year on 12/31/2007. This means that you will not be able to post any more transactions to the plan.

8. Select the Allocate Time to New Plan check box if you want accrued time to carry over into the new plan.

9. Click OK. Time Off accrues time in the old plan through the day prior to the effective date. If you chose to allocate time to the new plan, the system updates the new plan carryover hours with the old plan's carryover hours. Sage Time Off "freezes" the old accrued amount, which becomes the new accrued amount as of the effective date you entered. The process also moves the time taken in the old plan to the new plan and then shows that time taken against the new plan.

10. Each employee's Attendance Summary page updates with the new plan information. The system removes the old plan from the page and adds the new plan with the new accrued through amount and date.

Close Accrual Year The Close Accrual Year process causes Time Off to close employees’ attendance plans. When you close the accrual year, Time Off:

• Calculates year-to-date time accrued through the end of the accrual year.

• Calculates previous year carryover according to how you set up each attendance plan.

• Calculates year-end eligibility for the new accrual year.

• Resets to zero time taken, time accrued through last close and time accrued since last close.

Close Accrual Year

20 Sage HRMS

• Updates all dates on the employees’ Attendance Summary pages.

Before You Begin Before you begin closing the accrual year, you should:

• Review the Absence Transaction pages to verify that all absence transactions have been entered.

• Review the Attendance Summary pages to verify attendance balances.

Tip: You can either review these pages for the individual employees or run the Employee YTD Attendance Detail report to view all the information at one time.

• Run the Employee YTD Attendance Detail report if you need a permanent record of the Attendance data.

• Backup the Attendance data.

Warning: We strongly recommend you back up your system before you close the accrual year. Having a backup ensures you can restore your data if any technical problems occur during this process.

To Close the Accrual Year 1. From the Navigation Pane, select Time Off > Processes > Close Accrual Year. Fill in

the appropriate information on the two tabs on this page: Employee Criteria and Attendance Criteria.





5. Determine whether you want to close the accrual year for employees who have a status of Active or LOA. Select each check box that applies.

6. To close the accrual year for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.

7. You can enter additional selection criteria in the Custom Criteria field. From the drop-down list, select the Criteria Table, the Criteria Builder, or the FoxPro Expression Builder.

Create Absence Transactions

Time Off 21


9. On the Attendance Criteria tab, determine whether to close the accrual year for attendance plans with a plan year of Fiscal, Annual, or Anniversary. Select each check box that applies.

10. To close the accrual year for a specific attendance plan, select the Specific Plan check box and select a Plan from the drop-down list. All the plans set up for the selected employer appear in the list.

11. To close the accrual year for a specific type of plan, select a Plan Type from the drop-down list. All the plan types (such as vacation and FMLA) set up for the selected employer appear in the list.



14. Click OK after you make all of your selections. The Close Accrual Year dialog box opens.

15. Enter the date of the last day of the plan year and click OK. Time Off indicates the number of employees whose attendance plans will close and asks you to confirm the close process.

16. Click Yes to continue. As the Close Accrual Year process continues, a status bar shows its progress.

Create Absence Transactions Time Off makes it easy to add an absence transaction to a group of employees. For example, the July 4th holiday is a paid holiday for all employees in your enterprise. Instead of manually entering the same transaction on each employee’s attendance record one at a time, you can use the Create Absence Transactions process to add the transaction to all employees at once.

With the Create Absence Transactions process, you supply the transaction date, an Absence Reason, and the number of absence units for the absence transaction. Time Off then adds the transaction to each employee’s Absence Transactions page.

If you are also using Payroll, transaction accruals are transferred to Payroll in the form of timecards which are then processed in the payroll. The transfer occurs when the Open Payroll process is run.

Create Absence Transactions

22 Sage HRMS

To Create Absence Transactions 1. From the Navigation Pane, select Time Off > Processes > Create Absence

Transactions. Fill in the appropriate information on the Employee Criteria tab.





5. Determine whether you want to create absence transactions for employees who have a status of Active or LOA. Select each check box that applies.

6. To create absence transactions for specific employees, use the buttons provided to select the employees you want to include. Otherwise, leave this box blank.





11. Click OK after you make all of your selections. The Create Absence Transactions dialog box opens.

12. Enter the date for the transaction. The corresponding day of the week appears in the Day field.

13. Select the reason for the transaction from the drop-down list of Absence Reason codes.

14. Enter the number of hours for the transaction. If you defined the employer’s absence units as Days, enter the number of days.

15. Enter any comments you have for this transaction. Time Off defaults to the Reason you select, but you can change it as necessary.

Delete Absence Transactions

Time Off 23

16. Click OK to continue the process. Time Off shows you the number of employees to be updated as well as the reason and transaction date.

17. Click Yes to continue. As the process continues, a status bar shows its progress.

Each selected employee’s Absence Transactions page is now updated with this transaction. Additionally, the amounts on the Attendance Summary page automatically recalculate with the changed transaction information.

Delete Absence Transactions Each time you create an absence transaction using the Create Absence Transactions process or simply by adding it to the Absence Transactions page, Time Off adds the transaction to the employee’s attendance record. Consequently, the number of absences continually increases until you remove the transactions from the attendance record. Deleting absence transactions optimizes the system’s performance. You should perform this process after you close the plan year.

As a safeguard, the system does not delete absences within the current plan year, whether the year is fiscal, annual, or anniversary.

When you delete a transaction, Time Off copies it to the Previous Year Attendance Transactions (HATOLD) database.

Tip: After you delete old absence transactions, they are permanently unavailable for statistical reports. Therefore, we suggest you generate all reports that use the transaction data before you delete old absence transactions to ensure you have a hard copy of all employee statistics.

To Delete Absence Transactions 1. From the Navigation Pane, select Time Off > Processes > Delete Absence

Transactions.

2. Enter a date before which you want to delete absence transactions.

3. Click OK. As the process continues, a status bar shows its progress. Time Off displays the employees’ names as the system deletes the old absence transactions and copies all transactions dated before the date you entered to the Previous Year Attendance Transactions (HATOLD) database.

Mass Update The Mass Update process allows you to change the value of a field within a Sage HRMS database for an entire group of employees. That is, you can change data for a group of records rather than change the data for each individual record. You can update most, but not all, fields in mass. For example, Sage HRMS does not allow you to update the Employee ID field, because the system uses that field as the primary identification for each employee record.


24 Sage HRMS

Using the Mass Update process, you can select the database file to change, the field to update and the new value for the field. You can change information for all employees or for a related group. This group might include, for instance, employees employed for a certain length of time or employees with a certain job skill.

Warning: The Mass Update process can change a significant amount of information. We strongly recommend you back up your data before mass updating employee information. Backing up your data before you change it ensures you can always restore the original data and repeat the process.

If you are running a new installation of Sage HRMSand you want to update the Supervisor field, you must first mass update the supervisor company (pe.p_superco) and then mass update the supervisor ID number (pe.p_superno). Then run the Import Calculations process to update the supervisor name (pe.p_supervis). Similarly, if you want to update the Secondary Supervisor field, you must first mass update the secondary supervisor company (pe.p_sup2co) and then mass update the secondary supervisor ID number (pe.p_sup2no). Then run the Import Calculations process to update the secondary supervisor name (pe.p_sup2vis).

To Mass Update Information

1. From the Navigation Pane, select Employees, Time Off, or Training > Processes > Mass Update.

2. The Update File and Update Field drop-down lists allow you to designate the file and the field you want to update.

3. The Records to Update field allows you to specify which records within the database to update.

4. The New Value field allows you to specify the value you want to substitute in the field you identified.

5. The OK button remains disabled until you select a file to update.

To change the bonus amount to $500 for all employees whose initial hire date is prior to June 1, 2007, the following sections demonstrate how you should use the Mass Update dialog box to accomplish this task.

File and Field To Update 1. Click the Update File drop-down list to view the Sage HRMS files for which you can

perform a mass update.

2. Click the desired file. For the example, select Employee Personnel.


Time Off 25

3. Click the Update Field drop-down list to view the field descriptions for the file you selected. Click the field to select it. If necessary, use the scroll bar to reveal other field descriptions. For this example, select Bonus Amount. For more information about database files and fields, refer to Data Dictionary.

Records to Update If you leave this field blank, the Mass Update process updates every record in the database. If you only want to update certain records, you must identify the records by establishing a criteria expression for Sage HRMS to use when performing the Mass Update process. For more information about expressions, refer to Expressions and Functions.

To continue the example, update only those employees whose original hire date falls prior to June 1, 2007. You can enter the expression using one of two methods: enter the expression directly, or access the Expression Builder to help you build the expression. If you are familiar with the database field names and syntax, you can enter the following expression directly:

P_ORIGHIRE < {06/01/2007}

New Value The New Value field allows you to instruct Sage HRMS what the new field value should be. In the example, the new bonus amount is 500, so select the New Value box and type: 500

Note: Do not include a dollar sign or comma when you enter a new value.

The new value might be a complex value involving other fields in the database, such as P_SALARY + 500. This value indicates the bonus amount is equal to the employee's salary amount plus $500. If necessary, you can use the Expression Builder to help create the entry for the new value.

Complete the Process 1. Click OK to perform the Mass Update process. Sage HRMS displays a message box

indicating the number of records the system should update and asks whether you want to proceed. If you want to back up your database before the system performs the mass update, click No and back up your data before you proceed. If you click Yes, Sage HRMS performs the mass update and indicates the number of records updated upon completion.

2. Run the Import Calculations process to ensure that all updated information is current and up-to-date.

Post Transactions to Summary

26 Sage HRMS

Post Transactions to Summary The Post Transactions to Summary process causes Time Off to:

• Reset to zero the year-to-date time taken.

• Reapply all absence transactions.

• Recalculate time available for all employees in the enterprise.

The attendance information in each employee's Attendance Summary page is updated accordingly.

Use this process if, for example, you are tracking your employees’ absence transactions on another computer system and you want to input these transactions into Time Off. For more information about importing data using Abra Link, see Abra Link's "Importing and Exporting ASCII Files."

It is not necessary to enter each transaction for each employee one at a time. Rather, you can import them using Abra Link and then use the Post Transactions to Summary process to reset all employees’ year-to-date taken amounts to zero and reapply all absence transactions.

To Post Transactions to Summary 1. From the Navigation Pane, select Time Off > Processes > Post Transactions to

Summary.

2. As the process continues, a status bar shows its progress. Time Off displays the employees’ names as the system posts the transactions for all employees in the enterprise.

Note: When you run this process, Time Off only includes those attendance records that contain transaction dates falling within the current plan year for each specific plan.

Reset Current Accrual Year The Reset Current Accrual Year process causes Time Off to:

• Reset to zero time taken and time accrued.

• Clear all absence transactions for vacation, illness, and personal attendance plans.

Use this process to correct errors or to reset the close date to the day before the plan year starts.

Warning: We urge you to use this process only as a last resort if you do not have backup data. Use your backup to restore data, if possible.

Reset Current Accrual Year

Time Off 27

To Reset the Current Accrual Year 1. From the Navigation Pane, select Time Off > Processes > Reset Current Accrual. A

warning message reminds you of the consequences of running this process.

2. Click Yes if you are certain you want to continue and reset the accrual year. The Reset Accrual Year page opens. Otherwise, click No to cancel the process. Fill in the appropriate information on the two tabs on this page: Employee Criteria and Attendance Criteria.





6. Determine whether you want to reset the accrual year for employees who have a status of Active or LOA. Select each check box that applies.

7. To reset the accrual year for specific employees, use the buttons provided to select the employees to include. Otherwise, leave this box blank.



10. On the Attendance Criteria tab, determine whether to reset the accrual year for attendance plans with a plan year of Fiscal, Annual, or Anniversary. Select each check box that applies.

11. To reset the accrual year for a specific attendance plan, select the Specific Plan check box and select a plan from the drop-down list. All the plans set up for the selected employer appear in the list.



14. Click OK after you make all of your selections. Sage Time Off indicates the number of employees whose attendance plans will be updated.


28 Sage HRMS

15. Click Yes to continue. As the Reset Current Accrual Year process continues, a status bar shows its progress. Sage Time Off displays the employees’ names as the system resets the current accrual year.

16. If any employees had their accrual time suspended during the plan year, you must create an absence transaction for each and suspend the accrual process for the appropriate amount of time.

For example, an employee was on LOA for a period of two weeks. Create a LOA absence transaction. Suspend the plan, enter a Stop Accruing On date to suspend the accrual process, unsuspend the plan and enter a Start Accruing On date that is two weeks later than the stop date.

17. Run the Accrue Time process.

Time Off 29

Process Time Off You can optionally use rules and data from Payroll to calculate Time Off accruals in Sage HRMS, and to determine the maximum available hours, maximum carryover hours, and total carryover hours. This approach ensures that any Sage HRMS calculations based on hours worked reflect actual hours as recorded in payroll.

When you process time off:

• For each payment assigned to a payroll accrual code, Payroll posts an absence transaction in Time Off based on time recorded in Payroll. No time is accrued directly in Time Off for these payments.

• All employees in the payroll run are accrued in Sage HRMS, just as they are when you run the Accrue Time process in Time Off (Time Off > Processes >Accrue Time). Attendance plans set up with the Use Payroll Accrual Rules check box selected will not accrue.

Before you start

• In Sage HRMS, Add/modify Attendance Plans and tie them to payroll accrual codes, and then assign Attendance Plans to employees.

• Set up timesheets with payments for the attendance plans.

• Set up hours-worked plans so the balances can be fed back to Time Off.

• Calculate payroll.

To process time off: The accrue time process, which is available for US and Canada, does several things.

1. From the Navigation Pane, select Payroll > Tasks > Process Payroll > Process Time Off.

2. Enter the date through which time will be processed. This date will usually be the period end date for the payroll, but can be another date. Only open payrolls and attendance up to the selected date will be accrued.

After processing time off, you can move on to Print and Post Paychecks. During the check printing process, attendance balances will be copied from Time Off and both displayed on the check and published in the Pay History in Employee Self Service.


30 Sage HRMS

Time Off 31

Index

A

Absence Transactions, 1

absences, 23

deleting absence transactions, 23

posting to a previous year, 10

recording, 1

Accrue Time process, 15

accruing time, 15

Accrue Time process, 15

from the Attendance Summary, 2

actions

Assign Leave of Absence, 9

Post Absences to a Previous Year, 10

Return from Leave of Absence, 11

Add Attendance Plans process, 17

adding an attendance plan, 17

allocating leave to other plans, 11

Assign Leave of Absence action, 9

Attendance

processes, 15

attendance plans

changing employee plan, 2

enrolling employees in plan, 17

Attendance Summary, 2

C

Change Attendance Plans process, 18

Close Accrual Year process, 19

Create Absence Transactions process, 21

D

Delete Absence Transactions process, 23

details

Absence Transactions, 1

Attendance Summary, 2

E

employee

assigning leave of absence, 9

enrolling in attendance plan, 2

enrolling employees in attendance plans, 17

H

hours available, 7

HR

processes, 15

L

Leave of Absence

allocating leave, 9

Leave of Absence action, 9

M

Mass Update process, 23

mass updating

32 Sage HRMS

information, 24

selecting information to update, 23

P

Post Absences to a Previous Year action, 10

Post Transactions to Summary process, 26

processes, 15

Accrue Time, 15

Add Attendance Plans, 17

Change Attendance Plans, 18

Close Accrual Year, 19

Create Absence Transactions, 21

Delete Absence Transactions, 23

Mass Update, 23

Post Transactions to Summary, 26

Reset Current Accrual Year, 26

R

Reset Current Accrual Year process, 26

Return from Leave of Absence action, 11

S

secondary supervisor, 24

supervisor, 24

T

Train

processes, 15

U

unsuspend accruals, 2

Y

year end eligibility, 2

year-end eligibility, 4

Documents

Print Time Off User - Sage/media/site/Sage HRMS/pdf/inproduct/Ti… · Business Objects, the Business Objects logo, ... 4 Time Off Tasks ... units to hours during Attendance Setup,