Absence Hours Accruals Processing

To ensure that your employees receive the vacation, sick, and other paid time off to which they are entitled, your enterprise sets up enterprise-wide and employee-specific absence accrual information and accrues paid time off regularly.

Absence Hours Accruals Setup

Before processing accruals, your enterprise must set up an enterprise-wide pool of absence accrual codes on the Absence Accrual form in Settings > Accounting > Absence Accrual, and then associate the appropriate codes with individual employees on the Accounting tab of the Employees hub.

You can configure Vantagepoint to monitor paid time off hours on the Time Analysis report.

Absence Hours Accruals Processing

You can process absence accruals using one or both of the following methods:

• Process absence hours based on a frequency that you define: If you do not use the Payroll application, or if you want to accrue paid time off on a different schedule from your payroll schedule, you can determine a separate frequency for absence accruals. You can initiate the accrual manually on the Absence Hours Accruals Processing form (Accounting > Absence Accruals > Absence Hours Accruals Processing). Vantagepoint calculates the number of absence hours accrued for an employee by referring to the Accrual Frequency field in the Absence Accrual form of Settings > Accounting > Absence Accrual. This field indicates how often you plan to accrue benefit hours: monthly, semi-monthly, biweekly, or weekly. Vantagepoint divides the annual number of absence hours by the number of times that you plan to accrue absence hours over the course of the year. If, for example, an employee earns 120 hours of vacation per year and you plan to accrue absence hours twice a month, Vantagepoint divides the 120 hours by 24 and accrues 5 hours each time you process accruals.
• Process absence hours automatically for a regular payroll run: If you select Yes in the Accrue Absence with Payroll option on the Timesheets tab of Settings > Accounting > Absence Accrual, you can accrue absence hours each time that a regular payroll run is processed. Vantagepoint calculates the number of absence accrual hours each pay period by dividing the annual number of absence accrual hours by the number of pay periods in the year. For example, if an employee earns 120 hours of vacation per year and you process payroll twice a month, Vantagepoint divides the 120 hours by the 24 pay periods, and accrues 5 hours each pay period.

In both of these cases, the accrual calculation may also be based on the number of hours worked (if the Enable accruals based on hours worked check box is selected on the Absence Accrual form of Settings > Accounting > Absence Accrual). This setting allows you to calculate and run the accrual process based on the number of hours worked.

When you process absence hours accruals, you always affect the number of hours earned. You do not affect the number of hours taken. When you process absence hours adjustments, however, you may adjust either absence hours earned or taken. You must associate accrual codes with all absence-related projects in Absence Accrual Setup (on the Absence Accrual form of Settings > Accounting > Absence Accrual) before you post timesheets or run payroll, to have any associated hours taken reflected on the paycheck, the Payroll Journal, and on the Accrued Time report.

Absence Hours Accruals Reporting

Use the Accrued Time report to review how much time each employee has earned and taken during the current benefit year.