Accruals not displaying on a Timecard

This document gives some general information on what to do if an accrual is not displaying on an employee timecard.

The accruals attached to the employee records will display on the time cards if all of the following are true:

• The accrual is attached to the employee record.
  • Accruals are attached to employee records using the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab).
• The accrual is set up as active on the employee record.
• Accruals that are set up as inactive on an employee record will not accrue hours.
  • Accruals are set up as active on the employee record using the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab> Select an accrual> Accrual Status drop-down menu).
• The accrual has a level break that applies to the employee record. For example, if an employee has only been employed for two months, they will not qualify for an accrual that is set up to take affect once an employee has been employed for at least 3 months.
  • You can view the step amounts attached to an accrual using the Accrual Maintenance window (PR> Maintenance> Accrual Maintenance> Level column).
• There is a rate associated with the level break. For example, an accrual accumulates at 2.4 hours per pay period. The rate displays in the Accrual Rate column on the Accrual Maintenance window (PR> Maintenance> Accruals> General tab> Accrual Rate column).
• The Calculate Accruals toggle is checked on the Timecard Maintenance window when the paychecks are generated in the Computer Checks process (PR> Computer Checks> Timecards> Select a timecard on the Selection tab> Open the Check tab).
  • You can set the default value of the Calculate Accruals toggle by checking the Calculate Accruals toggle on the pay schedule periods (PR> Maintenance> Pay Schedule). Checking the Calculate Accruals toggle on the pay schedule period will check the Calculate Accruals toggle on each employee included in the Computer Checks batch generated on that pay period. If accruals shouldn't be calculated on all of the employees in the batch, you can check the Calculate Accruals toggle on the pay schedule but then uncheck that toggle on specific employees when the paychecks are generated in the Computer Checks process (PR> Computer Checks> Timecards> Select an employee on the Selection tab> Open the Checks tab).
  • Pay schedule periods are created and maintained using the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule). 
• The accrual will display on the timecard but not on the check if the accrual is attached to an accrual type that is not set up to display on the check.
  • When an accrual is attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab), an accrual type is also attached. An accrual type determines how the accrual displays on the check.
    • Accrual types are created and maintained using the Accrual Type Maintenance window (PR> Maintenance> Accrual Types). 

Accrual Level Breaks

Level breaks are set up on accruals using the Accrual Maintenance window (PR> Maintenance> Accruals> General tab> Level column). The functionality of the Level column depends on the selection in the Rate Based On drop-down menu. If Months Employed is selected in the Rate Based On drop-down menu, the Level column represents the number of months an employee has been employed before the accrual will be applied. The number of months an employee has been employed is calculated using the anniversary date attached to the employee record (PR> Maintenance> Employee> General tab> Anniversary Date field).

For example, if an employee begins to accumulate flextime after they have been working at the organization for 6 months, the accrual will calculate the 6 months based on the anniversary date of the employee. It will not use the hire date of the employee. If an employee has an anniversary date of 05/15/08, the accrual will be applied to the employee when the pay period end is greater than 11/15/08.