Revised: 12/11/2012
Note: This step should be done AFTER you have run payroll for the pay period that contains the time card date of December 31.
Entitlement Setup
Go to Maintain>>Entitlement Master
Review each Accumulation Code to ensure that the "Rollover" and "Accumulation" amounts are correct at the bottom of the screen. Save each Accumulation after making changes.
Employee Entitlement Balance Summary Report
Go to Reports>>Entitlement Summary Report
Select up to 8 Entitlement Codes for the report. If you have more than 8 you will need to print this report multiple times to include all of your entitlements.
Select Hours or Days for how you want the report to show available time.
Click Print. This report should be kept as a permanent record of the available time before the rollover of available time. If there are any questions about how time was rolled over, you can refer to this report for the available balance prior to the rollover.
Employee Absentee Detail Report
Go to Reports>>Absentee Reports>>Absentee Detail Report (History)
You may leave the Employee No range blank for First and Last Employee to include all employees in the report
Enter the Start Date of 1/1/XXXX for the year that is beginning
Enter the End Date as the last Time Card Date that may have been processed in the new year
Select All Entitlement Codes to include on the report
Click Print
This report will list all of the time off taken on or after January 1st. This used time is already reported on the Employee Entitlement Balance Summary Report. When the Rollover completes, the January time will not be moved to Prior Accum, it will remain in the Used YTD.
Accumulation Roll-over
Go to Utilities>>Accumulation Roll-Over
Enter the Time Card Start Date as January 1 of the year that is beginning
Press "Roll Over Process" on the Quick Links bar at the top of the view
Employee Entitlement Balance Summary Report
Go to Reports>>Entitlement Summary Report
Run the Entitlement Summary Report again as you did before the rollover.
Print this report and keep as a permanent record of the available time after rollover.
Review the 3 reports to verify that all available time rolled over correctly. If any corrections need made, please see How to Enter and Post Manual Entitlement Adjustments.
Update Entitlements for the New Year
Reset Entitlement Counters for Next Cycle
Go to Utilities>>Automated Entitlements>>Reset for Next Cycle
Select the annual Cycle Code
Click Reset
Entitlement Edit List
Go to Utilities>>Automated Entitlements>>Entitlement Edit List
Select the Cycle Code for annual
Enter the Start and End dates as 01/01/XX to 12/31/XX. Use the year that is beginning.
Click Preview or Print. If the entitlement information is correct, continue to Post Entitlements. If the edit list is not correct, fix the entitlement information and review again before posting.
Post Entitlements
Go to Utilities>>Automated Entitlements>>Post Entitlement
Select the Cycle Code of Annual
Enter the Start and End dates as 01/01/XX to 12/31/XX. Use the year that is beginning.
Enter an Effective date of January 1 of the year that is beginning.
Press "Post" on the Quick Links bar
This will add to the employee's Current Accum all time that is based on the annual cycle.
Reset, review and post any other entitlement cycles that need included before your next payroll.