PR> Computer Checks> Timecards

Modify the Accruals on a Timecard

 

Summary

 

The Accruals tab on the Timecard Maintenance window displays the calculated accruals on each timecard and can be used to modify hours accrued on the paycheck.

 

Related Links

 

Create a Computer Checks batch.

Click here for general information on the Timecards step.

Click here for information on Timecard Line Items.

 

Step by Step

 

1     Open the Timecard Maintenance window (PR> Computer Checks> Timecards) in an open Computer Checks batch.  

 

  • The Timecard Maintenance window will display all of the default timecards that have been generated in the Computer Checks batch or any paychecks manually added to the batch.

 

2     Edit the Accruals tab.  

 

  • Select an employee using the Selection tab.
  • Open the Accruals tab.
  • The Accruals tab displays the accruals that have been calculated on the timecard.
    • The Beginning Balance column displays the balance of the accrual prior to the current pay period. This will equal the ending balance of the accruals on the previous pay period.
    • The Accrued column displays the hours accrued during the pay period. If there is a zero in this field, the accruals were capped, accruals were not calculated during the pay period or the accrual did not apply.
      • Accruals can be capped on both the employee record and on the accrual record. If the accrual has been capped, a message will display in the Comments column on the Accruals sub-tab.
      • You can check to make sure accruals were calculated by opening the Check tab on the Timecard Maintenance window and verifying the Calculate Accruals toggle is checked. The default value of this toggle is set up on the pay schedule period using the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Calculate Accruals toggle).
    • The Additional column is used to manually add additional accrual hours to the paycheck or create accrual adjustments. The value in this column can be a positive or negative value. For example, if you would like to reduce the sick time of an employee by 3 hours without creating a timecard line item, enter -3 in the Additional column. (You can also reduce the sick time of an employee by 3 hours by creating a timecard line item with the sick time pay code.)
      • If there is a manual multiplier attached to the accrual record, any additional hours entered in this column will be multiplied by the manual multiplier on the accrual record. A manual multiplier is attached to an accrual record using the Accrual Maintenance window (PR> Maintenance> Accrual> Manual Multiplier field). Click here for information on Accrual Maintenance.
    • The Used column will display the accrual hours that were used during the pay period. Accrual hours are used when the pay code on a timecard line item is attached to an accrual code.
      • A pay code is set up to reduce accrual hours using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Select Accrual in the Pay Type drop-down menu> Select an accrual in the Accrual drop-down menu).
    • The Ending Balance column displays the ending balance of the accrual. The Ending Balance column will be calculated using the following formula:

      • Beginning Balance

      +

      Accrued

      +

      (Additional (this value can be negative)

      		 x Accrual Multiplier (accrual record))

      -

      Accruals Used

      =

      Ending Balance

 

  • The Capped toggle will be checked if an accrual has been capped.
    • Accruals can be capped annually or by pay period using the Accrual Maintenance window or the Employee Maintenance window. The cap set up on the employee record will override the cap set up on the accrual record.
    • If an accrual is set up to cap and roll over the amount accrued above the cap to a pay code, a timecard line item will be created for the paid out accruals. This timecard line item will display on the System Timecards tab of the Timecard Maintenance window.
    • Click here for information on Accrual Caps.

 

3     Save the changes.  

 

  • Click the Save button when complete to save the accruals.
  • The Check Proof List (PR> Computer Checks> Check Proof List) will display the accruals on each employee in the batch.