Code: [MU-PR-2-B] Title: Accruals and Comp Time

Transcription

1 Code: [MU-PR-2-B] Title: Accruals and Comp Time Description Tracking Accruals and Comp Time in Munis doesn t need to be complicated. In this session we will discuss the most common methods for tracking accruals with an additional focus on tracking Comp-Time. We will discuss program requirements, discuss key functionality, and basic reporting Objective After completing this session, the participant will have a better understanding of the options for setting up and tracking Accruals and Comp Time. Attendees will also gain knowledge about reporting accrual and comp information through the accrual reports in Munis Prerequisites Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you might need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. Access to the Miscellaneous Codes is required for set-up Access to the Control and Run Control is required for set-up Access to the Accrual Programs is required for set-up

2 TABLE OF CONTENTS; Table of Contents Description... 1 Objective... 1 Prerequisites... 1 Accruals at a Glance:... 4 Getting started:... 6 Accrual Types:... 6 Acccrual Tables:... 7 Accrual Header... 9 Accrual Limit Options Tab: Attandance Bonus Tab: Service Months Tab: Employee Accruals: Employee Accrual History: Pay Master Set Up: Numbering Range: Entering an accrual pay code: Pay Master Main: Pay Check Cycles Tab: Impact Accruals Screen: Setting Up Comp Time: Create an Accrual Table for Comp Time Limit Tab: End of Year Tab: Options Tab: Service Months Tab Create Comp Time Pay Codes Comp Time Earned Pay code Comp Earned Impact Accruals Tab Comp Time Used Pay code Impact Accruals Tab

3 Payroll Generate Screen: Accrual Update: Accrual Update Proof Report: Employee Accrual record reflecting earned time Comp Time Earned within a payroll: Comp time Used Added to a time sheet Earnings and Deductions showing Comp Used Earnings and deductions showing Comp Earned Employee Accruals after the employee update Employee Accrual Reports Main Screen: Print Options: Accruals Tab Accruals By Year Report: Sample Accruals By Year Report:

4 Accruals at a Glance: The following two flow charts show how the accruals are related to the Employee Master: 1. Accrual Set-Up 4

5 ACCRUALS AT A GLANCE EMPLOYEE SET UP: 2. Employee Set-Up 5

6 Getting started: The first step in with tacking accruals in Munis is to create Accrual Types for the accruals you want to track. Typically there are three types of accruals Accrued-Accruals with a true balance or bank such as sick, vacation or personal time and FMLA. Non- Accrued- Absences you may want to track that do not have a bank such as Jury duty or conference or other meeting. Setting Up a non- Accrued bank allowed you to report all of your accruals in one report rather than going to multiple places to determine absences. Comp Time- Tracking of comp time earned and used. Accrual Types: The Accrual Types are broad-category alpha numeric codes. Depending on the number of accruals you are going to track it s typically a good idea to list them all out first in excel. Keep any accruals you want to report together in the same numbering range. 1. Open the Miscellaneous Codes program. Payroll > Payroll Setup > Miscellaneous Codes 2. Select ACCR Accrual Types. 6

7 3. Click Accept. The program refreshes the Miscellaneous Codes screen. 4. Click Add. 5. Complete the remaining fields, as required. Refer to the Field Descriptions table for details. 6. Click Accept. Field Code Type Code Short Desc Long Desc Data Description This box contains the hardcoded accrual type code selected from the Code Types list. Click Show Types in the Menu group of the ribbon to select another code type. This box contains the user-defined code that identifies the accrual type. You can use a numeric code or an alphabetic code. This code is one character. This box contains the short description for the accrual code. This description can be up to ten characters. This box contains the long description for the accrual code. This description can be up to 30 characters. This box contains the data code for the accrual code, if applicable. This code can be up to 20 characters. 7. Repeat until all of the codes are created. 8. The screen shot below shows a common list of Accrual Types. Notice that FMLA is broken out as a separate Accrual Type. Acccrual Tables: After you create accrual codes, open the Accrual Tables program. Accrual tables define the ways in which accrual time is earned and used. You can create up to 999 accrual tables. When the accrual tables can be up to three characters numeric value. The numbers can be duplicated by accrual type. Because of this, it can be 7

8 helpful to give the number to the same group of tables. For example if the table for custodian vacation is number 950, I can use 950 for the sick and personal as well. This is not a requirement, but may be helpful for identifying table numbers in a list or reporting. The screenshot below illustrates this example: The accrual tables contain multiple tabs. 8

9 Accrual Header To add an accrual table: 1. Open the Accrual Tables program. Payroll > Payroll Setup > Accrual Tables 2. Click Add. 3. Select the type of accrual table to add by selecting an entry from the Accrual Type list. 4. Complete the remaining fields, as required. Refer to the Field Descriptions table for details. 5. Click Accept. Field Accrual Type Table Long Description Short Description Description This list identifies the accrual type for which to create an accrual table. For each accrual type (vacation, sick, and so on), accrual type codes (ACCR) must exist in Payroll Miscellaneous Codes. This box identifies is a unique, user-defined code to identify the accrual table. You can enter a number from 1 to 999. This box contains the long description for the accrual table. This description can be up to 30 characters. This box contains the short description for the accrual table. This description can be up to ten characters. 9

10 Accrual Limit Use the Limit tab to define what happens when an employee reaches an earned time limit. A limit is the maximum amount time an employee can earn for an accrual type. The program enforces limits when you run the payroll process, the accrual update process, or the accruals year-end process. This table is asking you to determine at what time are the limits enforced. For instance some clients have strict limits that are never to be exceeded and others only look at the limit at the end of the year. To add limit details: 1. Select the Limit tab. 2. Complete the fields, as required. Refer to the Field Descriptions table for details. Click Accept. Field Option Description This list identifies the limit enforcement code, which determines how and when the program enforces employee accrual limits. A-Via Batch Transfer Evaluates and enforces limits when you run the Accrual Update program. The program transfers excess earned time to another accrual type. Define the accrual types in the Transfer 1 and Transfer 2 lists. B-Via Payroll Transfer Evaluates and enforces limits when you run the regular payroll process. The program transfers excess earned time to another accrual type. Define the accrual types in the Transfer 1 and Transfer 2 lists. E-End of Year Evaluates and enforces limits when you run the Accruals Year End Processing program. Define how the program enforces limits in the Option list on the End of Year tab. 10

11 Field Description F-Via Batch Lapse Excess Evaluates and enforces limits when you run the Accrual Update program. The program deletes excess earned time. N-No Enforcement Does not evaluate and enforce limits. Employees can earn any amount of time. Earnings Based Limit Transfer 1 Percentage Transfer 2 Percentage Multi-Limit Loan Payback Transfer on Zero Balance P-Via Payroll Lapse Excess Evaluates and enforces limits when you run the regular payroll process. The program deletes excess earned time. This check box, if selected, directs the program to use the year-to-date earnings amount to verify the limit, rather than the current available balance. This restricts employee earnings to a fixed amount per accrual year. This check box is only available for limit types B-Transfer or P-Lapse Excess. This list indicates the accrual type to which to transfer excess earned time. This list is only available if you select A-Via Batch Transfer or B-Via Payroll Transfer. This box stores the percentage of excess earned time to transfer to the accrual type. The total percentage amount for transfer 1 and transfer 2 must equal 100%. This list indicates the accrual type to which to transfer excess earned time. This list is only available if you select A-Via Batch Transfer or B-Via Payroll Transfer. This box stores the percentage of excess earned time to transfer to the accrual type. The total percentage amount for transfer 1 and transfer 2 must equal 100%. This box stores a user-defined code that ties two accruals together for a combined limit. The program uses this two-digit code to group accruals with the same code when checking limits. All accruals with the same multilimit code must have the same Option selected on the Limit tab and the same limits on the accrual tables. The program forces some limits for a group of accruals, rather than individually. Munis Workflow users can set up notification for when an employee reaches a certain threshold of accrual time available. This list defines a loan-payback accrual type for the active accrual, as applicable. This field is necessary only if you have configured the accrual programs to accommodate the loaning and payback of accrual time. This check box, if selected, indicates that time accrued by an employee is paid toward the loan only after the employee has used all available time and brought their balance to zero. If the check box is not selected, time accrued by an employee is paid toward the loan as it is earned, regardless of the employee's balance. END OF YEAR: Use the End of Year tab to define what the program does with accrual balances at the end of the year. For Example if the accrual is, use it or lose it the option would be to zero balance. If there is no enforcement, it may be carry forward To add end of year details: 11

12 1. Select the End of Year tab. 2. Complete the fields, as required. Refer to the Field Descriptions table for details. 3. Click Accept. Field Option Description This list determines the code that identifies what the program does with accrual balances when you run the Accruals Year End Processing program. B-Buy Out Unused The employee s unused time is bought out. C-Carry Forward The employee s balance is carried forward to the next year. D-Double Transfer Balance The employee s balance is double transferred to other accrual types. E-Dbl Trans Based on Target Bal The employee s balance is double transferred to other accrual types. The accrual table for the first transfer is based on balance and the amount for the second transfer is based on the limit on that first transfer-to table. F-Factor Excess Part of the employee s balance is carried forward to the next year. L-Lapse Excess The employee s excess balance (over the limit) is deleted. P-Transfer Percentage Earned A percentage of the employee s balance is transferred to other accrual types. S-Transfer Balance The employee s balance is transferred to other accrual types. T-Transfer Over Limit The employee s excess balance (over the limit) is transferred to other accrual types. Transfer Z-Zero Balance The employee s balance is zeroed out. This list identifies the accrual type to which to transfer an accrual balance. This list is 12

13 Field Next Table Percentage Maximum Hours Projected Month/Day Description only available if you select D-Double Transfer Balance, E-Dbl Trans Based on Target Bal, P-Transfer Percentage Earned, S-Transfer Balance, or T-Transfer Over Limit. This list identifies the table to which the accrual balance is transferred when the balance is to be transferred to the same accrual type, but a different accrual table. Any balance at the end of the year is carried forward to the balance for the employee on the new accrual table (as long as the start date of the accrual record that has a balance is prior to the accrual effective date specified when running the Accruals End of Year Processing program). If there is no balance, the accrual record is replaced with a new one and given a zero balance. An example of using this option is for employees who in the year they are hired earn a day each month. After the first of the new year, they are automatically given 10 days. This box defines the percentage to carry forward at the end of the year. This option only applies when the value of the Option list is F-Factor Access. This box defines the maximum number of hours that can be transferred during a transfer over limit process. Use this box only if you have selected option T - Transfer Over Limit from the Option list. Leave the field blank to set to no limit. These boxes indicate the projected month and day for the end of the year. 13

14 Options Tab: Use the Options tab to define the units of measure for earned time, the way in which employees earn accruals. For example if the accruals are front loaded either at the start of the year or before the payroll, the typical option would be from a table via batch. If the accruals are earn as you go there are multiple options for time worked within payroll. We also define the accrual information employees can view when using Employee Self Service. To add options details: 1. Select the Options tab. 2. Complete the fields, as required. Refer to the Field Descriptions table for details. 3. Click Accept. Field Units Earned Description This list identifies the unit of measure for which accrual time is earned; hours or days. 14

15 Field Units Used Group/BU Factor Automatic Dock Liability Earning Method Description This unit of measure must match how the employee is paid. If the employee is paid hourly, the units earned must also be hourly. This list identifies the unit of measure for which accrual time is used; hours or days. This unit of measure must match how the employee is paid. If the employee is paid hourly, the units used must also be hourly. This list identifies the group/bargaining unit code associated with the accrual table. If the table is specific to a bargaining unit, it can be identified here- otherwise it can be left blank to allow use across bargaining units This box contains the number used to calculate an employee buy-out if the employee receives cash for their accrual balances. The program displays a value of 1.00 by default. This list indicates the pay type code the program uses to dock employee pay if accrual over-usage occurs. This list defines the liability code that identifies how the liability rate is calculated, such as daily rate, hourly rate, period salary, and so on. This list defines the code that identifies how employees earn accrual time. 01-From Time Worked Within Payroll Employees earn accruals based on the number of hours worked within payroll. For every hour (or day) they work, they earn a portion of accrual time. 02-Whole Units Within Payroll Employees earn accruals based on the number of hours worked within payroll in whole units. The program does not calculate decimals. 03-All or None Within Payroll Employees earn accruals based on a range of hours they work. For example, if employees work hours, they earn one hour of accrual time. 04-By Increment Within Payroll Employees earn accruals based on a block of time after they have worked a specific time increment. For example, employees might earn a block of eight hours only after they work 200 hours. 05-All or None Within Payroll By Percent Employees earn accruals based on a percentage of hours they work. 08-Anniversay Date Within Payroll Employees earn accruals based on their anniversary date. 09-Anniversary Date Via Batch Employees earn accruals based on their anniversary date when you run the Accrual Update program. 10-From Tables Via Batch Employees earn accruals based on this accrual table when you run the Accrual Update program. Use History Year Cutoff Date Use FTE Processing This check box, if selected, directs the program to process accruals using the oldest earned time first. This box identifies the date the program uses to calculate the year field on accrual history records. This check box, if selected, directs the program use full-time equivalency (FTE) 15

16 Field Include FTEs Benefit FTE Type Exclude Employees Below Minimum FTE ESS View Type Allow Negative Balances Exclude Projected Amounts Accrue At Add Alert On Use Comp Earned Factor Send Accrual Threshold Alert Accrual Threshold Description processing for this accrual table. These boxes identify the full-time equivalency (FTE) range the program uses for processing (when the Use FTE Processing check box is selected). This list identifies the benefit FTE type the program uses to process employee accruals. This check box, if selected, directs the program to exclude all employees with an FTE below the minimum defined in the Include FTEs range. These employees earn no accruals on this table. This list indicates the information employees can view in Employee Self Service: Allow View/Allow Request Employees can view and request accrual information. Allow View Only Employees can only view accrual information. Not Visible/Request Not Allowed Employees cannot view or request accrual information. This check box, if selected, directs the program to allow Employee Self Service to maintain a negative balance for employee accrual amounts. This check box, if selected, sets the Munis Employee Self Service accrual request process to not include projected amounts when validating an employee's available balance for an accrual request. As a result, the accrual request process checks only the employee's current available balance. This check box, if selected, directs the program to assign earned time to employees when you assign the accrual table to employees. This check box, if selected, directs the program to alert payroll personnel when they enter time against an accrual. This check box, if selected, directs the program to look at the factor on the Pay Type Master screen. This check box, if selected, directs the program to send an alert to employees if their available balance falls below the accrual threshold. This box identifies the threshold at which the program sends an accrual threshold alert to employees. Attandance Bonus Tab: Use the Attendance Bonus tab to define bonus accrual amounts based on employee attendance. To add attendance bonus details: 16

17 1. Select the Attendance Bonus tab. 2. Complete the fields, as required. Refer to the Field Descriptions table for details. 3. Click Accept. Field Process Days Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday From/To UOM Bonus UOM Description This list identifies the evaluation method to use for an attendance bonus calculation. This box specifies the total number of days in the evaluation period. These check boxes indicate the work days to count in the evaluation period. Select or clear the check boxes as appropriate for the attendance bonus calculation. This box identifies the accrual unit range the program uses to calculate an attendance bonus. This box identifies the unit of measure the program uses for accrual units: hours or days. This box identifies the units awarded for an attendance bonus. This box identifies the unit of measure the program uses for bonus awarded units: hours or days. 17

18 Service Months Tab: Use the Service Months tab to define the accrual amounts employees earn based on their service time periods. To add service month details: Select the Service Months tab. Complete the fields, as required. Refer to the Field Descriptions table for details. Click Accept. Field From/To Amount Limit Increment Description These boxes identify the range of service months for which employees earn accruals. If an employee with between 0 and 12 months of service earns vacation at a different rate than an employee with 13 to 24 months of service, you will have a line for each time period. This box identifies the accrual amount earned (in hours or days) for the time period. Units earned are defined on the Options tab. This amount needs to correlate to how the employee earns time: hours or days. This box identifies the accrual limit (in hours or days) for the time period. Units earned are defined on the Options tab; the value of the Options lists on the Limit tab directs the program how and when to enforce this limit. This box identifies the accrual increments (in hours or days) for the time period. 18

19 Field Description Location Identifies the primary location code. The program completes the default value from the employee record in Employer Master. Job Class Indicates the job class code to which the accrual applies. Note: Accrual balances are kept separately for each job class that an employee holds. To add a job class to the accrual record, the value of the Job Based Accruals label for the General category of the Payroll Control Settings program must be Y-Yes. Type Identifies the accrual type code to associate with the employee record. Accrual type codes must exist in the Payroll Miscellaneous Codes program for the code type ACCR - Accrual Types. Table Specifies the accrual table against which the employee's time is calculated. The table must exist in the Accrual Tables program. If you are updating a record, you should not randomly change the value of this list as it affects programs throughout Munis Payroll. Send Accrual If selected, directs the program to send an alert if the available balance falls below Threshold Alert the accrual threshold when Employee Update is performed. Active If selected, indicates the accrual is currently active. Accr Date Specifies the date for calculating accrual service time. This determines the length of service for awarding earned accrual time during the employee update process. The default value for this date is the service date in the Employee Master program; however, if the value of the service date is changed in Employee Master, the change does not affect the accrual date in this program. Once it is established, the accrual date is only maintained using this program. If you leave the Accr Date box blank, the program uses the date the permanent date from Employee Master as the default date; if the permanent date is not completed, the program uses the hire date. Start Date Defines the start date for the accrual. If you are adding an accrual manually, the default value for the start date is the current date, but you can change this. However, the start date cannot be a date earlier than the default value. Notes: If you add an accrual record with a start date that is greater than the first day of the payroll period, the Employee Update program will encounter an error. The start date cannot be a date greater than the first day of the payroll period. You can only update the start date for a new employee accrual record (that is, an employee accrual record with no history besides the start-of-year history record) or if the accrual table is being changed. When you modify a start date, the program does not allow you to enter a start date that overlaps with any existing associated employee accrual history data. The program does allow a start date on the same day as an existing history end date. End Date Provides the end date for the accrual. The default value for the end date is 12/31/9999, but you can change this. Whenever the earnings process attempts to calculate an earn rate, the program checks the value of this field. If the end date of the accrual takes place during the current payroll, the earn rate is automatically set to zero and accruals are not earned. Note: If an accrual earning is created within a payroll, and then the end date is set, the program does not prevent that earning from posting to the history. Default Limit Displays the default accrual limit, which is established in the Accrual Tables program. The accrual limit is the maximum amount of units that can be earned by an employee. Actual Limit Specifies the actual limit or an amount that can override the amount in the Default Limit box. Limits are normally set in Accrual Tables program, but exceptions can be defined in this box. Note: If there is an amount in the Default Limit box, the value in the Actual Limit box should be zero. SOY Balance Provides the employee s start-of-year (SOY) balance. It should be manually updated only when the record is created. From that point forward, the system automatically updates the balance when the Accruals Year End Processing program is run. Earned YTD Identifies the employee's year-to-date (YTD) earned amount. It should be manually updated only when you create the record. 19

20 Used YTD Available Pending Liability Review UOM Default Rate Actual Rate Provides the employee's year-to-date (YTD) used amount. It should be manually updated only when you create the record Displays the available accrual balance. Displays pending accrual amounts as entered in the Employee Self Service (ESS) program. Displays the dollar liability of the accrual balance. This value is calculated by multiplying the accrual balance by the employee's current hourly, daily, or period rate, depending on the unit of measure specified in the Liability list in the Accrual Tables program. If selected, indicates that the accrual record needs to be reviewed. This is an informational-only field that allows you to easily create an active set of records to be reviewed. Indicates the accrual unit of measure. This measure is determined in the Accrual Tables program. Displays the default rate amount, that is, the rate at which an employee earns time. This amount is established in the Accrual Tables program. Contains the actual rate at which an employee earns time. An amount other than zero or blank overwrites the default rate for specific employee exceptions. Employee Accruals: To add an employee accrual record: 1. Open the Employee Accruals program. Human Resources/Payroll > Payroll > Employee Maintenance > Employee Accruals 20

21 Field Description Employee SSN Last Name First Name MI Suffix Status This box contains the employee number. This box contains the Social Security number for the employee for which you are entering history. When you are adding a record and you complete this box, the program completes the Employee and Names boxes. These boxes contain the employees last name, first name, middle initial, and suffix (for example, Jr. or II), if applicable. When you are adding a record, the program completes these boxes when you enter employee number. This list identifies the employee's current employment status. Employee Accrual Information Location This list identifies the primary location code. The program completes the default value from the employee record in Employer Master. Job Class This list indicates the job class code to which the accrual applies. Note: Accrual balances are kept separately for each job class that an employee holds. To add a job class to the accrual record, the value of the Job Based Accruals label for the General category of the Payroll Control Settings program must be Y-Yes. Type Table Send Accrual Threshold Alert Active Accr Date Start Date End Date This list identifies the accrual type code to associate with the employee record. Accrual type codes must exist in the Payroll Miscellaneous Codes program for the code type ACCR - Accrual Types. The list specifies the accrual table against which the employee's time is calculated. The table must exist in the Accrual Tables program. If you are updating a record, you should not randomly change the value of this list as it affects programs throughout Munis Payroll. This check box, if selected, directs the program to send an alert if the available balance falls below the accrual threshold when Employee Update is performed. This check box, if selected, indicates the accrual is currently active. This box specifies the date for calculating accrual service time. This determines the length of service for awarding earned accrual time during the employee update process. The default value for this date is the service date in the Employee Master program; however, if the value of the service date is changed in Employee Master, the change does not affect the accrual date in this program. Once it is established, the accrual date is only maintained using this program. If you leave the Accr Date box blank, the program uses the date the permanent date from Employee Master as the default date; if the permanent date is not completed, the program uses the hire date. This box provides the start date for the accrual. If you are adding an accrual manually, the default value for the start date is the current date; the default value for the end date is 12/31/9999. You can change the date but it cannot be a date earlier than the default value. Notes: If you add an accrual record with a start date that is greater than the first day of the payroll period, the Employee Update program will encounter an error. The start date cannot be a date greater than the first day of the payroll period. You can only update the start date for a new employee accrual record (that is, an employee accrual record with no history besides the start-of-year history record) or if the accrual table is being changed. When you modify a start date, the program does not allow you to enter a start date that overlaps with any existing associated employee accrual history data. The program does allow a start date on the same day as an existing history end date. This box provides the end date for the accrual. Whenever the earnings process attempts to calculate an earn rate, the program checks the value of 21

22 Default Limit Actual Limit SOY Balance Earned YTD Used YTD Available Pending Liability Review UOM Default Rate Actual Rate this field. If the end date of the accrual takes place during the current payroll, the earn rate is automatically set to zero and accruals are not earned. Note: If an accrual earning is created within a payroll, and then the end date is set, the program does not prevent that earning from posting to the history. This box displays the default accrual limit, which is established in the Accrual Tables program. The accrual limit is the maximum amount of units that can be earned by an employee. This is the actual limit or an amount that can override the amount in the Default Limit box. Limits are normally set in Accrual Tables program, but exceptions can be defined in this box. Note: If there is an amount in the Default Limit box, the value in the Actual Limit box should be zero. This box contains the employee s start-of-year (SOY) balance. It should be manually updated only when the record is created. From that point forward, the system automatically updates the balance when the Accruals Year End Processing program is run. This is the employee's year-to-date (YTD) earned amount. It should be manually updated only when you create the record. This box indicates the employee's year-to-date (YTD) used amount. It should be manually updated only when you create the record This box displays the available accrual balance. This box displays pending accrual amounts as entered in the Employee Self Service (ESS) program. This box displays the dollar liability of the accrual balance. This value is calculated by multiplying the accrual balance by the employee's current hourly, daily, or period rate, depending on the unit of measure specified in the Liability list in the Accrual Tables program. This check box, if selected, indicates that the accrual record needs to be reviewed. This is an informational-only field that allows you to easily create an active set of records to be reviewed. This box indicates the accrual unit of measure. This measure is determined in the Accrual Tables program. This box displays the default rate amount, that is, the rate at which an employee earns time. This amount is established in the Accrual Tables program. This box contains the actual rate at which an employee earns time. An amount other than zero or blank overwrites the default rate for specific employee exceptions. 22

23 Employee Accrual History: Field Employee SSN Last Name First Name M Suffix Status Description This box contains the employee number. This box contains the Social Security number for the employee for which you are entering history. When you are adding a record and you complete this box, the program completes the Employee and Names boxes. These boxes contain the employee s last name, first name, and middle initial. When you are adding a record, the program completes these boxes when you enter employee number. This box includes any suffix, such as II or Jr. that is part of the employee's name. This list identifies the employee's current employment status. Location Job Class This list identifies the employee's primary location code. This list identifies the job class code to which the accrual applies. Note: Accrual balances are kept separately for each job class that an employee holds. To add a job class to the accrual record, the value of the Job Based Accruals label for the General category in the Payroll Control Settings program must be Y-Yes. 23

24 Type Table Start/End Dates This list specifies the accrual type code. Accrual type codes must exist in the Payroll Miscellaneous Codes program for the code type ACCR - Accrual Types. This list identifies the accrual table against which the employee's time is calculated (for example, sick, vacation, and so on). The table must exist in the Accrual Tables program. These boxes define the start and end dates for the accrual. In the box following each year, the program completes the day of the week for the date entered. Year Comment SOY Balance Earned YTD Used YTD This box contains the year the accrual was earned or used according to the employee's accrual anniversary date (that is, the year starting from the employee's last anniversary date, not a calendar year). This box applies if the Use History Year check box is selected on the Options tab in the Accrual Tables program. If this check box is not selected, the year on accrual history records is not used in processing accruals during a payroll or outside of a payroll when using or earning time. This field is optional. If you do not enter a value, the record is not included during the accrual update or accrual end-of-year process when determining how much time has been earned or used within a particular year. This box contains comments associated with the record. This box contains the employee s start-of-year (SOY) balance. This is the employee's year-to-date (YTD) earned amount. This box indicates the employee's year-to-date (YTD) used amount. Available Liability UOM This box displays the available accrual balance. This box displays liability accrual amount. This box indicates the accrual unit of measure. Used/Reason The Used box contains the amount of time used, and the Reason list provides the reason for the used time. Earned/Reason Running Balance The Earned box contains the amount of time earned, and the Reason list provides the reason for the earned time. This box displays the current accrued balance. 24

25 Pay Master Set Up: There are two options for maintaining the accruals to record absence: Use the Employee Accrual History. This would be used outside of payroll to record accrual activity. Use the Pay Master to create pay codes to record absences during payroll processing. Numbering Range: Based on the system recommendations, typically the range for accruals is between 300 and 599. While this is not a system requirement, it is best practice. Entering an accrual pay code: Pay Master Main: Field Description Pay The recommended numbering range is between 300 and 599 Start/End Dates These boxes define the date range for the pay type code. This is designed to accommodate seasonal wages. If the pay type is not bound by start and end dates, then accept the default values (01/01/1900 to 12/31/9999). Note: The system compares the payroll period start date and end date to this date range to determine if the pay type is applied. If the pay type date range is outside the current payroll period start/end date range, then all Employee Recurring Pay records with this pay type are excluded from the current payroll. 25

26 Short Desc Long Desc Abbreviation Main Tab W2 Code Tax Method Units Category This is a short description for the pay type code. The description can include up to 10 text characters. This is a long description for the pay type code. The description can include up to 30 text characters. This is the code description abbreviation to use on reports and checks. The abbreviation can include up to six text characters. Typically not used on accrual pay codes Typically not used on accrual pay codes This list indicates an optional unit of measure to use with this pay type code. Options are Days, Hours, Amount, or blank. For accrual Pay codes you will typically use the Category 3 Category 3-Absence/Accrual: Accrual pay Calc Code The most common Calc Code for accrual pay codes is 90 Rate/Amount Typically this field is left blank as the rate/ amount will pull from the employee base salary record. Factor This box provides the multiplication factor for this pay type, which is related to the dollar amount that is attached to the pay type in the employee pay records. If dollar amounts are tracked with accrual usage, that is, the employee has both number of hours and a pay amount for the accrual pay, the value of this box should be 1.0. If only hours are tracked with accrual usage, the value of this box should be 0. With a factor of 0, the pay amount is always 0. The default value is 1.0, but you can change this (for example, base pay = 1.0, overtime pay = 1.5, or double-time pay=2). If your organization uses stipends (calc code 73), this factor may be used to set the maximum amount of stipend that an employee may receive. You can enter a negative value in this box. If you enter a negative amount, the Time Entry program produces a negative pay amount. Comp Factor This box provides the multiplication factor for compensatory pay types only. When the Comp Earned Factor check box is selected in the Accrual Tables program, the earn rate found by using the employee's service months is ignored and the earn rate is drawn from this box. Time Entry and Payroll Earnings and Deductions use the Comp Factor value to compute comp time earnings. Bill Rate Typically not used on accrual pay codes Reference This box contains a user-defined reference code that can be used to identify like pay type codes. For example, enter PD in this box to identify pay codes that are associated with the police department. The code can contain up to eight characters. Escrow Typically not used on accrual pay codes Extra Serv Typically not used on accrual pay codes Grade Based Longevity Typically not used on accrual pay codes Longevity Typically not used on accrual pay codes FLSA/OT This list indicates whether to include the hours for this pay type against the FLSA limit. For example, select No for vacation pay to exclude it from the weekly or monthly hours in the FLSA calculation type. For more information on overtime calculations, refer to the Overtime Reference 26

27 Project Account Default Account Default Object Default Days/Yr ESS Time Entry Guide. This box identifies the default project account associated with the pay type. This box is only accessible if your organization uses Munis Project Accounting. The default general ledger account to which all expenses associated with this pay type are distributed. If your organization uses the Full Account entry method, the Default Account box is available; if your organization uses the Org entry method, the Default Org box is available. If you complete a default org or account, the value overwrites the default included in the Employee Master program. The optional default expense object code associated with this pay type. Typically not used on accrual pay codes This list indicates how this pay type should be used in employee self-service (ESS) time entry processes. N - No Access: The pay code not to display in ESS. D - Display Only: The pay code displays in ESS Time Entry but employees are not allowed to enter hours or days. This can be used, for instance, for accrual pays for which employees are not allowed to enter time. R - Accrual Requests: The pay code displays in ESS Time Entry and employees are allowed to enter hours or days. Time entered for this pay is processed as an accrual request and not recorded in Employee Pending Time Entry. Y - Time Entry: The pay code displays in ESS Time Entry and employees are allowed to enter hours or days. Time entered for this pay is recorded in Employee Pending Time Entry. Add to Base Subtract from Base Verify Accrual Balance Encumber Remaining Pay Seasonal Wages Generate Labor Typically not used on accrual pay codes This check box if selected, directs the program to subtract hours entered in Payroll Earnings and Deductions or Time Entry from base pay hours. For sick, vacation, and personal pay type codes, the check box is typically selected. Job class codes must be in use for this feature to be used because the proper base pay type is linked to the employee through the job class code. This check box, if selected, directs the program to validate the employee's available accrual balance when hours are entered towards this pay type in the Payroll Earnings and Deductions or Time Entry programs. If selected, the system issues a warning if the accrual (vacation/sick) balance associated with the pay type is exceeded. If the pay type is not directly related to an accrual type, clear the check box. This check box, if selected, directs the program to encumber remaining pay for this pay type. The default value depends on the selection in of the Encumbrance Default label for the GL Posting category in the Payroll Control Settings program. If the value is P-Pay Type, then the check box is selected. If either N-None or G-GL Account, then the check box is cleared. Typically not used on accrual pay codes Typically not used on accrual pay codes 27

28 Hours Entry This check box, if selected, indicates that the pay should be entered in the Time Entry program using the beginning and ending times for the work performed. If it is selected, when you are entering the pay in Time Entry, a window opens where you can enter the beginning and ending work times. Fringe Pay Dock Typically not used on accrual pay codes Include in PAF File If selected, this check box directs the program to include this pay in the Personnel Actions PAF XML file generated by the Create PAF function in Actions Entry. This check box only applies to pays that are not base pays. Include in Position FTE Calc Typically not used on accrual pay codes Secondary Check This check box, if selected, causes the Generate Earnings and Deductions process to move identified pays into a secondary check when pays are moved to a payroll through Time Entry. Worker's Compensation Typically not used on accrual pay codes Pay Check Cycles Tab: Paycheck/Cycles Paycheck Print Hours Worked Print Pay Roll Up Pays This check box, if selected, directs the program to print hours worked on the check stub for this pay type. This is typically selected for hourly pays or overtime pays. This list determines the option for printing pay on the check stub: Rate, Salary, and Description Only. If you select Rate, the hourly rate prints; if you select Salary, the period salary prints; if you select Description, the value of the Abbrev box prints. This list indicates the print option for rolling up redundant pay types according to jobs or job classes. This list is not available if the value of the Print Pay list is R-Rate. If the value of Print Pay list is R-Rate, the default value for this list is N-Don't Roll Up pays and you cannot change this. 28

29 Weekly Cycles Biweekly Cycles Semi-Monthly Cycles These check boxes, if selected, indicate the weekly cycles to which to apply the check. These check boxes, if selected, indicate the biweekly cycles to which to apply the check. These check boxes, if selected, indicate the semimonthly cycles to which to apply the check. Impact Accruals Screen: Impact Accruals Tab Accrual Impact This list identifies the Accrual Impact Code, which determines how one hour/day/week of this pay type affects the employee's accrual balance. The impact values determine how one hour/day/week of this pay type affects the employee accrual balance. Only one impact value is allowed for a pay type. The available impact values are as follows: No Impact Add Subtract & Add Subtract Only Comp Time Earned For each accrual, select the impact value from the list. Examples: If you accrue each payroll (Accrual Method 1-For Base Earnings Types), select Add for vacation, sick, and/or other accruals if these accrual balances should be added to for each base hour worked. The factor used in the computation is entered in the Accruals Tables. The overtime earnings type usually does not add to accrual balances, so select No Impact for each accrual type. When Overtime pay is processed, it will therefore not affect Vacation, Sick, and other balances. 29

30 Setting Up Comp Time: For the vacation pay type, you could select Subtract & Add beside the vacation accrual so that when vacation pay is processed it subtracts automatically from the vacation balance and adds to it (adding at the employee rate, but subtracting on an hour-for-hour basis). If accrual amounts are figured monthly or annually (Accrual Method 10), rather than hourly, and vary by group code or length of service, use the accrual tables located within Accruals Tables to set up the rates at which this benefit time is accrued. If you accrue comp time for an accrual, select Comp Time Earned for the pay type that is set up to collect comp time. Only one Comp Time Earned impact value is allowed for a specific pay type. Typically tracking the comp time bank required the set-up of four components: A comp time bank A pay code for Comp Earned A pay code for Comp Used to pay out the comp time The Payroll Generate Screen is set to earn time within the payroll Create an Accrual Table for Comp Time To create an Accrual Table: 1. Open the Accrual Tables program. Human Resources/Payroll > Payroll > Payroll Setup > Accrual Tables 2. Click Add and enter the following information in order to complete the screen: Field Accrual Type Action or Description Select the accrual type from the drop down built in Misc Codes. 30

31 Table Long Description Short Description Enter an accrual table number. Title the accrual table Enter a short description for the accrual table Limit Tab: Field Option Transfer 1 Percentage Transfer 2 Percentage Multi-Limit Action or Description Select the appropriate selection from the drop down. Typically because the comp time is not something that would come from a batch you need to determine when the appropriate time is to look at the limits. Are there caps to how much comp can be earned or are limits only enforces at end of year? E End of Year: The End of Year selection (on the next tab) will define what action will be taken with any remaining time on the employee s accrual record. N No Enforcement: Limits are not enforced. P Via Payroll Lapse Excess: Limit excess will lapse each payroll. Earning method would also be via payroll. Typically not used with Comp Time Typically not used with Comp Time Typically not used with Comp Time Typically not used with Comp Time Typically not used with Comp Time 31

32 End of Year Tab: End of Year Options: The End of Year Option defines what will be done with any balance in the accrual, based on what was defined on the Limit tab. The options available are noted here below the table. If a transfer was selected for the limit, then option D, S, or T would be selected. If lapse excess was chosen, then L would be selected. If end of year was chosen, then options D, C, or Z would be chosen. You are taken to the Options tab after completing the End of Year tab. 32

33 Options Tab: Field Units Earned Units Used Group/BU Factor Automatic Dock Liability Action or Description The unit of earned accrual increments - select either Days or Hours. Days should only be used for those employees that are paid on a daily rate, otherwise Hours should be used. Must be the same increment as units used. If the rules for comp are the same across bargaining units leave blank Used with the Buyout End-of-Year option. Employees can receive cash for their accrual balances. The default value for the factor is 1.00, but you can change it. Example: If employees can buy out their vacation time and the payout is 50% of the vacation accrual balance, the factor would be The employee liability is calculated as: Accrual Balance x Liability Impact x Factor. Typically not used for Comp Time The liability code used to list the employee accrual dollar liability on reports. The system computes the liability by multiplying the employee s accrual balance by the liability code. Options are Daily, Hourly, Period Salary, 33

34 Earning Method and None. If the accrual balance does not create a liability for the employer, select None. Defines the earning methods for the accruals. Select 01- Earn from time worked within payroll for comp time. Because Comp is typically earned during payroll and not posted as a batch the most common methods are listed below: Earning Method 01 - Earn from time worked within payroll: This code would be chosen if your employees earn as they go - for every hour (or day) they work, they accumulate a portion of accrual time. Earning Method 02 - Earn whole units within payroll: This method is similar to the 01 in that employees earn a portion of accrual time for each hour/day of work. However, with an Earning Method 02, only whole units will be earned in the payroll. Earning Method 03 - Earn all or none within payroll: This method is used when an employee accrues time based solely on the number of hours they work, as opposed to the number of months that they ve been employed. The Accrual Table should be set up to earn zero hours From 0 To 999. The Limit amount will be considered and handled according to the Limit Type. An additional, All or Nothing Accruals table is set up by choosing Ctrl T from the Earning Method field. This table will establish the hours worked criteria. Use History Year Cutoff Date Use FTE Processing Include FTEs ESS (Employee Self Service) View Type Selection of this box directs the program to process accruals using oldest time first based on history year. This date identifies the date the program uses to calculate the year field on the accrual history records. The Accrual Payroll Buyout, Accrual Payroll Compensatory Buyout, Accrual Update, Generate Earnings and Deductions, and Payroll Earnings and Deduction programs use this date when processing accruals to determine the year to assign to time used. The Employee Accruals program uses this date to calculate the Remaining Time notice. Typically not used for Comp Time Typically not used for Comp Time This list indicates the amount of information that an employee can view from Employee Self-Service. The list includes the following options: Allow View/Allow Request - Employee can request and view accrual information. Allow View Only - Employee can only view accrual information. Not Visible/Request Not Allowed - Employee cannot request or view accrual information. Allow Negative Balance Accrue at Add Checking this box allows the employee to submit ESS requests that result in a negative balance. The system always allows a negative balance for time submitted through Time Entry or EDFM, unless a Time Entry Rule is in place for Time Entry. Typically not used for Comp Time 34

35 Alert on Use Comp Earned Factor Send Accrual Threshold Alert Directs the program to provide an alert when the accrual is selected for use. Directs the program to pull the earn rate from the Comp Factor field on the Pay Master for pay codes for which the accrual impact code is Comp Time Earned. If unselected, and for pay codes with an accrual impact code other than Comp Time Earned, the earn rate is based on the service time and the accrual table as usual. Typically not used for Comp Time Service Months Tab Field Service Months Amount Action or Description Number of completed months (based on the service date) that the employee has been with the employer. The first line should start with 0 and the last line should end with 999. For comp time, add one line From 0 To 999. Hours (or Days, based on previous selections) that the employee earns. If accrual earnings are based on hours worked within the payroll then this amount would be what portion of one hour the employee would earn for every hour the employee worked during the pay period. If the earnings are posted via batch then this amount would be how much time the employee earns each time the batch is posted (each time the Accrual Update program is processed). For comp time, The Amount should be the amount of time the employee should earn for each hour/day entered in the payroll under the comp time earned pay code. This amount must be greater than zero. If the Amount is 1.5 and 6 hours is entered on the comp time earned pay code in the payroll, then the accrual record will multiply 6 by 1.5 and write 9 hours for comp time earned in Employee Accruals. Multiple tables may need to be set up to accommodate different scenarios. For example, some employees may earn at 1.0 while others earn at 1.5. This scenario can either be handled with multiple tables with a different Amount on each, or a single table with an Amount of 1.5, the Comp Earned Factor option check marked and multiple pay codes with 35

36 Limit different Impact codes. Total amount the employee is entitled to keep in the accrual balance. What happens to the excess is determined on the Limit Tab set up previously. 36

37 Create Comp Time Pay Codes Generally, there are two separate comp time Pay codes. One is for earning comp time and one is for using comp time. These need to be set up in the Pay Master. Comp Time Earned Pay code The Category code should be 3- Absence/Accrual, the Calc Code is usually 90 and the Factor is 0.00 (because the employees are not being paid for comp earned, it is solely for tracking their time). Subtract from Base would not be checked. Comp Earned 37

38 Impact Accruals Tab Comp Time Earned Select the Impact Accruals tab. The Impact for the Comp Time accrual type should be Add or Comp Time Earned. If Comp Time Earned is used, the employee will earn at the rate defined in the Comp Factor field on the Main tab of the Pay Master instead of the rate defined from the Accrual Table, as long as the Comp Earned Factor option is check marked on the Options tab of the Accrual Table. 38

39 Comp Time Used Pay code The Category code should be 3- Absence/Accrual, the Calc Code is usually 90 and the Factor is usually 1.00 because money amounts are usually associated with comp time that is being used. However, if money amounts are not associated with comp time used, the Factor would remain at Subtract from Base is also populated at the site s discretion; the field would be checked if you would like comp time used to be subtracted from the base pay code. Otherwise, leave unchecked. Impact Accruals Tab Select the Impact Accruals tab. The Impact for the Comp Time accrual should be Subtract only. Both of these pay codes would then be attached to the Employee in the Employee Job Salary 39

40 Payroll Generate Screen: The flag to earn accruals within payroll must be checked for the comp time earned to generate. 40

41 Accrual Update: The accrual update program is used to increase balances based on any accruals with an earnings method of 10 From Table Via batch. This is a proof and post process. The frequency at which the program is run will depend upon your individual bargaining agreements: This table is linked to a vacation table that is fromt loaded for the year. Field Execute This Report Accrual Type Accrual Table Effective Date Description This list allows you to use Munis Scheduler to process the report. If you select Now to process the report immediately, click Preview, PDF, Print, or Text File to view, print, or save the report. If you select In Background (now) to process the report a single time using the event log and notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses Munis Scheduler. This list indicates the accrual type to use for the update. You must select a type to continue. This list identifies the accrual table or tables to use. To include all tables, select the blank option. This list identifies the effective date the program uses for updating accruals. If you select Current, the program enters the current date in the following date box; if you select Specify, you must complete the following date box. For accruals in which length of service plays a role (such as vacation), the effective date is compared to the employee s accrual date (adjusted hire date) to determine total months of service. This date is also used in the 41

42 creation of the detail accrual history record. Anniversary Dates This option determines the format of the anniversary date to use when updating the anniversary day. If you select Full Date, enter MMDDYYYY in the Anniversary Dates boxes; if you select Month/Day, enter the date as MMDD in the Anniversary Date boxes; and if you select Day Only, enter the day as DD in the Anniversary Dates boxes. These boxes contain the anniversary date range to which the accrual updates should apply. You can enter the month/day/year (MMDDYYYY), month/day (MMDD) or day only (DD), according to the Date Format option. For earning method 09, the program only processes those employees with an accrual date that falls within the defined anniversary dates. If example, if this range is defined as 0601 to 0630, the program selects only those employees with an accrual date that falls in the month of June. For earning method 09 and the Month/Day option, the anniversary date range is defined with just a day range to process employees who earn accrual time every month, but only on their anniversary day. In this setup, the program should be run before each payroll and that the payroll date range is used. For example, if an employee's hire date is August 15 and the next payroll is 8/10 to 8/16, the values of these boxes would be 10 and 16. For an earning method that is not 09, define the values of these boxes as 0101 and 1231 to include all anniversary dates in a year. Location Range Org Range Group/BU Range Next Cycle Cutoff Change Year on Accrual Date in Employee Accruals These boxes define the range of employee location codes to include. Employee location codes are assigned in the Employee Master program. To include only one location, enter that code in each box; to include all locations, leave the default value in each box. These boxes define the range of employee org codes to include. Employee org codes are assigned in the Employee Master program. To include only one org code, enter that code in each box; to include all org codes, leave the default value in each box. These boxes define the range of employee groups or bargaining units to include. Employee groups and business units are assigned in the Employee Master program. To include only group or unit, enter that code in each box; to include all groups or units, leave the default value in each box. This box contains the date of the next accrual cutoff. The Accruals Table program uses this date for the accrual types being processed. If the Use History Year check box is selected in the Accruals Table program, the value of this box is the default value for the Cutoff Date in the Accruals Table program. This check box, if selected, directs the program to update the employee accrual year date to the year of the effective date. 42

43 Pay Frequency Sort Order Total by Loc/Org Total by Loc/Full Acct Earn by Hours Paid Earn Accrual Time Based on Hours Paid Period Dates Required Hours Include Period Amounts in Calculation Exclude Employees Paid from Pay Range Excluded Pays This list identifies the pay frequency for employees. To include all frequencies, select the blank option. This list indicates the print order for the report. You can sort by location/account number [or org code]/employee number, location/account number [or org code]/employee name, or employee name. This check box, if selected, directs the program to group the report by location and organization code. This check box is only accessible if you select the Loc/Org/Employee Number or Loc/Org/Employee Name option from the Sort Order list. This check box, if selected, directs the program to group the report by location and full general ledger account. This check box is only accessible if you select Loc/Full Acct/Employee Name or Loc/Full Acct/Employee Number from the Sort Order list. This check box, if selected, indicates if accrual time is earned based on hours paid. If selected, this check box allows access to the remaining fields on the screen. These boxes establish the date range used to calculate the employee s earned accrual time based on hours worked. This box contains the number of hours a full-time employee must work to be eligible for the accrual time. If the employee works fewer than the defined number of hours, then a fraction is calculated and the employee receives a prorated accrual amount. This check box directs the program to include the period earnings from the active payroll in the in the paid days calculation. If cleared, only the history records are calculated, not the period records. This check box directs the program to exclude employees who have been paid from a pay range. These boxes establish the range of pay types to exclude when excluding employees from the update Accrual Update Proof Report: The accrual update report show the Following: 43

44 Beginning Balance Earned Transfered Ending balance Lapsed After validating the report you can choose to apply the updates Employee Accrual record reflecting earned time. 44

45 Comp Time Earned within a payroll: For Accruals with a method of earned within payroll, the amounts are added during payroll processing. The time can be entered or imported through any of the time entry methods available. COMP EARNED ADDED TO A TIME SHEET Comp time Used Added to a time sheet 45

46 Earnings and Deductions showing Comp Used Earnings and deductions showing Comp Earned 46

47 Employee Accruals after the employee update Comp Earned Comp Used 47

48 Employee Accrual Reports The Employee Accrual Report program reports year-to-date accrual activity for each employee for a specific location and group and to record accruals earned, used, and the accrual balance. You can print the accrual liability, limit, factor, rate, and zero balance detail. To create a report: 1. Click Define. 2. Complete the fields, as required. Refer to the Field Descriptions table for details. 3. Click Accept. 4. If the value of the Execute This Report list is now, click Preview, PDF, Print, or Text File to view, print, or save the report; if the value of the Execute This report list is In Background (now) or At a Scheduled Time, the program displays the Munis Scheduler screen for you to complete. Main Screen: Main Tab Execute This Report Report Option This list allows you to use Munis Scheduler to process the report. If you select Now to process the report immediately, click Preview, PDF, Print, or Text File to view, print, or save the report. If you select In Background (now) to process the report a single time using the event log and notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses Munis Scheduler. This list indicates the report option: YTD Balance Report, Earned/Used Report, Flexible Period Balance Report, Flexible Period Liability Report, or Approaching Limit Report. 48

49 Single Employee Show Totals Limit Sort Order Location Org Group/BU Active Status Note: The Default Rate column displays the employee s units to earn according to the current service months from Accruals Tables. This is based on the accrual type, table, and accrual date indicated on the header accrual record in Employee Accruals. This check box, if selected, directs the program to create the report for a single employee. If you select this check box, you must complete the following box with the employee number. This check box, if selected, directs the program show location and organization totals. This box indicates the accrual limit to include in the report. This box is accessible if the value of the Report Option list is Approaching Limit Report. The Approaching Limit report includes this limit if the accrual balance is within the amount of the accrual limit. This list determines the sort order for the report: Name or Location/Org/Name. Note: When you select Name, the Employee Accrual Report is sorted by employee name, and it does not display the employee s location and organization information. These boxes identify the range of locations to include in the report. To include only one location, type that code in each box; to include all locations, leave the default values in each box. These boxes identify the range of general ledger org codes to include in the report. To include only one code, type that code in each box; to include all valid org codes, leave the default values in each box. These boxes identify the range of groups or bargaining units to include in the report. To include only one group or unit, type that code in each box; to include all groups or units, leave the default values in each box. This box identifies the status of the employees to include in the report. If you leave this box blank, the report includes employees with all statuses. 49

50 Print Options: Print Options Tab Column 1-4 These lists define the type of data that displays in the columns: Liability - Provides the dollar liability of the accrual balance. Rate - Provides the accrual rate. Limit - Provides the accrual limit assigned in the Employee Accruals program. Factor - Provides the factor for an accrual buyout (employees receive cash for accrual balances. Pending - Provides the sum of accrual requests approved but not yet pulled into a payroll or time entry. Period - Provides the sum of accrual amounts found within a payroll. Unapproved - Provides the sum of accrual requests made but not yet approved/rejected. Time Entry - Provides the sum of accruals found in time entry. This is based on category 3 pays only. Print SSN If selected, this check box directs the program to include each employee's Social Security number on the report. 50

51 Include Zero Balances Page Break on Location Page Break on Employee Exclude Inactive Accruals Print Detail History Print Past Table Detail Date If selected, this check box directs the program to print the accruals with zero balances on the report. Note: When you create the Earned/Used Report, if you select the Include Zero Balances check box, the report includes employees with the defined accrual types who did not use or earn time in the defined report date range, as well as those employees who did. If the check box is cleared, the report includes only employees with the defined accrual types who did use or earn time. If selected, this check box directs the program to insert a page break when the location code changes. If selected, this check box directs the program to insert a page break when the employee number changes. When selected, this check box directs the program to exclude any accruals for which the Active check box is not selected in the Employee Accruals program. If selected, this check box directs the program to print detail accrual history. If selected, this check box directs the program to include each employee s past table detail history for the defined date range, regardless of whether the table is currently attached to that employee. Note: The Print Detail History check box must be selected to access this field. These boxes contain the range of dates for which to include the accrual history detail. You must complete these dates if you select the Print Detail History check box. Accruals Tab Accruals Tab These lists indicate the types of accruals to include in the report. You can 51

52 select one or more lists; press Tab to open the selection list on each line SAMPLE REPORT Accruals By Year Report: The Accruals by Year Report program creates a report that informs terminated employees of their accrual history while they worked at a site. It produces one page per employee. To create a report: 1. Click Define. 2. Complete the fields, as required, to define the report. Refer to the Field Descriptions table for details. 3. Click Accept. 4. If the value of the Execute This Report list Now, click Preview, PDF, Print, or Save to view, print, or save the report; if the value of the Execute This Report list is In Background (now) or At a Scheduled Time, complete the Munis Scheduler screen to define the processing details. 52

53 Field Execute This Report Description This list allows you to use Munis Scheduler to process the report. If you select Now to process the report immediately, click Preview, PDF, Print, or Text File to view, print, or save the report. If you select In Background (now) to process the report a single time using the event log and notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses Munis Scheduler. Effective Date Accrual Type Employee Number Job Class Terminated Date This box indicates the last date to count accrual hours for the report. The default date is the current date. This list indicates the accrual type code to include in the report. Once you define a code, program retains it until you change it. Codes are established in the Accrual Tables program. They are created and maintained in the Payroll Miscellaneous Codes program for the code type ACCR. These boxes indicate the range of employee numbers to include in the report. The default values are zero to all 9s; this includes all employees in the report. Employee numbers are established in Employee Master. These boxes indicate the range of job class codes to include in the report if accruals are job-based. The default values are a blank value to all Z's; this includes all codes in the report. Job class codes are attached to employee records in the Employee Master program and to employee pay records in the Employee Job/Salary program. They are created and maintained in the Job Class Master program. This list identifies the termination date range the program uses to select records for the report. The program uses the dates relative to your selection at the time you Execute This Report. For example, if you select Today, the program uses the current date at the time the report is created. 53

54 Location Org If you select Specify, you must complete the Terminated Date Ranges boxes. These boxes indicate the range of primary location codes to include in the report. The default values are a blank value to all Z's; this includes all codes in the report. Primary location codes are attached to employee records in Employee Master. They are created and maintained in the Location Codes program. These boxes indicate the range of primary organization codes to include in the report. The default values are a blank value to all Z's; this includes all codes in the report. Primary organization codes are attached to employee records in Employee Master. Sample Accruals By Year Report: 54