Gradience Attendence Pro / Enterprise - Establish a Begin Date for your program

The Begin Date sets a point at which the program will begin managing absences and Time-Off.

The Begin Date does not necessarily provide a starting point for accruing Time-Off but it establishes a point where you want this program to begin managing absences and Time-Off.

IF Time-Off should not accrue to your employees until some point in the future such as...

  • The start of the next Fiscal Year or...

  • The start of the next Calendar Year or...

  • The next Employee Anniversary then...

...you should set your Begin Date as of today's date.  In the meantime, you can grant each employee a starting balance effective immediately. This is called an Initial Deposit.  This is explained in Entering the Initial Deposit & Setting the Date of Initial Deposit below.

By entering an Initial Deposit, you are telling the program how much Vacation or Sick Time or Personal Time or PTO time a particular employee has available as of TODAY. This will carry the employee through until the next scheduled Time-Off accrual.

IF instead you want your employees to have already begun earning their Time-Off on a date in the past such as...

  • The last Fiscal Date or...
  • Last January 1st or...
  • The last anniversary then...

...you would have to set your Begin Date as of that date.  This will cause the program will begin accruing on the first scheduled accrual date following your Begin Date. This means that you will have to open the calendar and enter an absence code for each day used  between that first accrual date and "today" so that the program can subtract the Time-Off used from what would have been earned in order to give you a correct current balance.

If you have many employees, this process could be rather labor intensive because you will then have to back fill the calendar with all of the absences that have been taken since that date so that the program can render the correct balance.

This is why we recommend making your Begin Date today and then just entering an Initial Deposit effective today's date. In other words, you will be informing the program as to the amount of Time-Off (of a particular type) that this particular employee has as of this date.

SETTING THE BEGIN DATE:

Check out all three options before actually performing the steps.

OPTION ONE - Setting the Begin Date when you have not yet accrued. You have used the software, perhaps manually entering Time-Off but never accrued Time-Off automatically. You have a very old Last Accrual Date - possibly as old as 12/31/2006.

When you decide to run your accruals, they will begin on the first scheduled accrual date following the Begin Date that you entered.

OPTION TWO - You have used the software, manually entering Time-Off but never accrued Time-Off automatically. You have a very old Last Accrual Date - possibly as old as 12/31/2006.

When you decide to run your accruals, they will begin on the first scheduled accrual date following the Begin Date that you entered.

OPTION THREE - You have already accrued, but from a date that was too early. You need to remove the early accruals and begin again from a more recent starting point. For this option you will use the Remove Transactions tool twice.

When you decide to run your accruals, they will begin on the first scheduled accrual date following the Begin Date that you entered.

Entering the Initial Deposit & Setting the Date of Initial Deposit: To open a Time-Off account with a starting balance, click here.

Automatically Earn Time-Off: For Time-Off to accrue automatically to your employees, click here.

Run your Time-Off accruals manually:
1. Click File > Maintenance > Perform Accruals.

2. When the accruals are complete, click Post Accruals. If you click Preview, it brings up a report that does not take into account Time Used. If you click Post Accruals, you can always remove the accruals again if the results are unfavorable.

3. To verify your results, click Transactions to see how the time accrued.

 

 

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