Managing Accrual Plans and Balances

Overview

Updated 09/14/2021

Sick Leave Support Series:

Sick Leave Setup

This article is part of series that describes processing sick leave for employees.

Sick Leave Overview

Sick Leave Setup

Sick Leave DRM Setup

Adding Employee Accrual Plans

Handling Sick Leave Accruals

Managing Accrual Plans and Balances

After the accrual plans have been set up and completed, they can be managed in several areas of Avionté.

Note: Information may vary per State. Please consult your local, state, federal laws and/or legal counsel to ensure full compliance.

Accrual History

Accrual Notes

Manually Add or Deplete Hours

Pay History 

Accrual History

An employee's accrual history is available in Employee > Payroll > Accrual. This contains a record of all of the employee's accrued hours and usage. This information is updated and available when an accounting period is closed.

Follow the steps below to navigate to an employee's accrual information.

1. From the Main Menu, navigate to Front Office > Employee.
   
   
2. Search for an employee using the Search field at the top of the window.
   
   
3. Double-click the employee's name.
   
   
4. Click Payroll > Accrual from the sub-menu. 

In the example below, the employee earned 0.67 hours and a total of 8 hours were tracked in Time Entry. 

Accrual Notes

Accrual Notes are free text fields where additional accrual information can be logged.

Any activity that has been tracked in the Employee Log is available here as well. Follow the steps below to access the Accrual Notes section.

1. From the Main Menu, navigate to Front Office > Employee.
   
   
2. Search for an employee using the search field at the top of the window.
   
   
3. Double-click the employee's name. 
   
   
4. Click Payroll > Accrual from the sub-menu.
   
   
5. Click the Note tab.
   
   

Manually Add or Deplete Hours

It is possible to manually add or deplete an employee's sick leave hours. This can be especially useful for front-loading hours. The updated hours will be reflected once the accounting period has closed.

Note: If the hours are front-loaded, the accrual plan will still accrue hours in addition to the front loaded amount. If this is the case, create a non-sick leave accrual plan and have set the rate to "0."
When hours are manually adjusted, an employee's accrual balance will be adjusted to zero and is then reprocessed and calculated when closing the accounting period.  

You can do a manual adjustment to hours, that should NOT impact the current year accrual, and is for carry over from a previous year.  When following the process above, you will also need to add a note in the Notes section that reads exactly, Entry for Carry Over and Initial Balance.

1. From the Main Menu, navigate to Front Office > Employee.
   
   
2. Search for an employee using the search field at the top of the window.
   
   
3. Double-click the employee's name. 
   
   
4. Click Payroll > Accrual from the sub-menu.
   
   
5. Click the  button under the Add column for the accrual plan. The Add accrual units window displays.
   
   
6. Manually enter the accrued hours in the Unit field. 
   
   
7. In the Date field, enter a date prior to the open accounting period date.
   
   The balance will only be included if the date is before the open accounting period date. For example, if the Accounting Period was opened June 28th, then enter a date of June 27th or earlier.
   
   
   
   
8. Click Finish.

Pay History

1. From the Main Menu, navigate to Front Office > Employee. 
   
   
2. Search field at the top of the window. 
   
   
3. Double-click the employee's name.
   
   
4. Click History > Pay History from the sub-menu.
   
   
5. Locate a specific paycheck to view accrual information that relates to that paycheck.
   
   
6. Click the Accruals tab on the mid-right side of the window.
   The employee's accrual history will display. This view displays both the sick leave time accrued and used by the employee.
   
   

Back to Top