Navigating to the Accruals Summary Page

1. In the Main Navigation menu, open the Employee Maintenance folder.
2. Open Employee Information subfolder.
3. Click on the Accrual Summary page.

Reviewing the Accruals Page – Balance Tab

1. Summary Bar
   • Accrual Group – Employee’s assigned Accrual Group.
   • Employee Number – Employee’s assigned employee number.
   • Employee Badge – Employee’s badge number if hardware clocks are in use.
2. Page Selection Tabs
   • Balances – View a summary of employee balance information for each Accrual Type.
   • Transactions – View all accrual transaction details.
3. Balances – All balance summary information for the selected employee.

Balance Tab Definitions

Below is a list of the fields in order of which they appear that may be seen on the main Accruals page within the Balances tab. Access to these fields is dependent on each company’s specific set up.

1. Period – Select accrual information for the previous and next accrual periods.
2. Type – Accrual Plan Type.
3. Accrued – Hours accrued in previous pay periods.
4. Carry – Hours carried over from previous accrual years.
5. Taken – Hours taken in previous pay periods.
6. Pending Accrued – Hours set to become accrued in the current period or in future pay periods. Amounts in this column will move in to the Accrued column once the pay period in which the time is accrued is closed.
7. Pending Taken – Hours set to be taken in the current period or in future pay periods. Amounts in this column will move in to the Taken column once the pay period in which the time is taken is closed.
8. Adjust – Total manual adjustment hours.
9. Balance – Current balance of Accrual Type.

Reviewing the Accruals Page – Transactions Tab

1. Summary Bar
   • A. Accrual Group – Employee’s assigned Accrual Group.
   • B. Employee Number – Employee’s assigned employee number
   • C. Employee Badge – Employee’s badge number if hardware clocks are in use.
2. Page Selection Tabs
   • D. Balances – View a summary of employee balance information for each Accrual Type.
   • E. Transactions – View all accrual transaction details.
3. Accrual Selection Detail Bar – Make selections detailed below, then click Go.
   • F. Accrual Type – Select the Accrual Type.
   • G. View Range – Select the date range of transactions to display
     • H. If selecting “Custom Range”, the adjacent date boxes must be populated.
4. Transactions – Transaction information for the selected employee based on the settings made in the Accrual Selection Detail Bar.

Transactions Tab Definitions

Below is a list of the fields in order of which they appear that may be seen on the main Accruals page within the Transactions tab. Access to these fields is dependent on each company’s specific set up.

1. Trans. Type – Type of accrual transaction.
2. Eff. Date – Effective date of transaction.
3. Hours – Transaction amount.
4. Status – Indicator to note transaction’s status (taken or accrued in the current period or in to the future). Transactions that are pending will be labeled as “Pending”, while transactions that are no longer pending will be labeled as “Closed”.
5. Running Balance – Running balance of Accrual Type.

Adding An Accrual Adjustment

A System Administrator can manually add an accrual adjustment to an employee’s accruals by following the below steps.

1. After navigating to the Accrual Summary page, move to the Transactions tab.

2. Click on the Add button.

3. Fill out the following fields:

• • A. Accrual Type – Select the accrual plan in which to apply the transaction.
  • B. Transaction Type – Choose the transaction type. Options include:
    • Manual Adjustment – Used for all any and all types of transactions. The adjustment will display separately within the Adjust column in the main Balances tab.
    • Manual Accrual – Used to add a manual accrual adjustment. The adjustment will add in to the number under the Accrued columns in the main Balances tab.
    • Manual Carryover – Used for adding a manual carryover adjustment. The adjustment will add in to the number under the Carry column in the main Balances tab.
    • Manual Taken – Used for adding a manual taken adjustment. The adjustment will add to the number under the Taken columns in the main balances tab.
      • Note: To have hours deducted from the balance, a negative hour entry must be entered.
  • C. Adjustment Hours – Enter the hours to be adjusted, accrued, carried, or taken, ensuring to use a negative number for anything that must be taken or subtracted.
  • D. Effective Date – Select or type the date for the adjustment to become effective.
  • E. Comment – Enter an optional comment to remain with the history of the transaction.

4. Click Save .

Editing An Accrual Adjustment

A System Administrator can edit a manually created accrual adjustment by following the below steps.

1. After navigating to the Accrual Summary page, move to the Transactions tab.

2. Click on the pencil icon .

3. Adjust any of the following fields:

• A. Accrual Type – Cannot be modified.  Record must be deleted and a new record entered with Proper Accrual Type. See Adding An Accrual Adjustment
• B. Transaction Type – Choose the transaction type. Options Include:
  • Manual Adjustment – Used for all any and all types of transactions. The adjustment will display separately within the Adjust column in the main Balances tab.
  • Manual Accrual – Used to add a manual accrual adjustment. The adjustment will add in to the number under the Accrued columns in the main Balances tab.
  • Manual Carryover – Used for adding a manual carryover adjustment. The adjustment will add in to the number under the Carry column in the main Balances tab.
  • Manual Taken – Used for adding a manual taken adjustment. The adjustment will add to the number under the Taken columns in the main balances tab.
• C. Adjustment Hours – Enter the hours to be adjusted, accrued, carried, or taken, ensuring to use a negative number for anything that must be taken or subtracted.
• D. Effective Date – Select or type the date for the adjustment to become effective.
• E. Comment – Enter an optional comment to remain with the history of the transaction.

4. Click Save .

Deleting An Accrual Adjustment

A System Administrator can delete a manually created accrual adjustment by following the below steps.

1. After navigating to the Accrual Summary page, move to the Transactions tab

2. Click on the trashcan icon

3. A pop-up window opens asking to confirm the deletion as it is permeant.

4. Click OK to delete the transaction.