Gradience Attendance Pro / Enterprise - Enter New Yearly Time-Off Manually

Enter New Yearly Time-Off Manually

CAUTION! Only follow the steps below if you are [not] allowing the program to automatically accrue Time-Off to your employees.

CAUTION! Do Not enter the new amount on the Time-Off Assignments screen under Initial Deposit and then enter a new date under Initial Date.

This screen is where you [might] open someone's Time-Off account with an Initial Deposit. Generally, this is only done when you are setting up the program for the first time and want to give each employee a starting balance that will carry them through until the next scheduled [automatic] Time-Off accrual date.

The amount entered would be whatever amount of Time-Off the employee truly has as of that date. If the employee has used-up all of his/her Time-Off and the balance is currently zero, you would enter nothing.

You might also enter a certain amount of Time-Off under Initial Deposit for new hires to carry the new hire through until the next scheduled Time-Off accrual date. 

 

Manually Adjusting the Time-Off Balance:

1. On the left, click Transactions.

2. Select an employee.

3. At the top of the right half of the screen, click the tab for the type of Time-Off that you wish to enter for the new year.

4. Click New, click Yes to the message that pops up about affecting the balance.

5. In the Edit Transaction window, enter the following:

  • Transaction Date

  • Transaction Type - We recommend you select Positive Adjustment.

  • Amount - Be sure to enter the amount in positive hours, [regardless] of whether you display or accrue the Time-Off in Days or Hours. 

Example:  If your Display Mode in Global Settings has been set to Days and you need to increase an employee’s balance by two days and the employee works 8 hours a day, you would enter a Positive Adjustment of 16.000 Hours. If the employee works a 7.5 hour day, you would enter 15.000 Hours.

  • Transaction Notes - This is where you would enter the reason for this manual entry. 

6. Click Save.

NOTE:

If the employee has more Time-Off remaining at the end of the previous year than what you allow, you will have to manually adjust it.

Manually Cancel-Out Year-End Balances:

1. Click Transactions and select the employee.

2. Click New > Yes.

3. When the popup opens, enter the date of the last day of the year whether that is December 31st or the day before the anniversary or the day before the new Fiscal Year begins.

4. Select Negative Adjustment and enter the amount to be cancelled in hours [regardless] of whether you display or accrue the Time-Off in Days or Hours. 

Example:  If your Display Mode in Global Settings has been set to Days and you need to cancel-out an employee’s ending balance by two days and the employee works 8 hours a day, you would enter an Adjustment to Earned or Positive Adjustment of 16.000 Hours. If the employee works a 7.5 hour day, you would enter 15.000 Hours. This will show as a DEBIT so the amount entered must be POSITIVE.

5. Enter a comment in the Transaction Notes field to provide a reason for this entry.

5. Click Save.

Manually Limit Carryover from the previous year.

1. Click Transactions and select the employee.

2. Click New > Yes.

3. When the popup opens, enter the date of the last day of the year whether that is December 31st or the day before the anniversary or the day before the new Fiscal Year begins.

4. Select Negative Adjustment and enter the amount to be cancelled in hours [regardless] of whether you display or accrue the Time-Off in Days or Hours. 

Example:  If your Display Mode in Global Settings has been set to Days and you need to cancel-out an employee’s ending balance by two days and the employee works 8 hours a day, you would enter an Adjustment to Earned or Positive Adjustment of 16.000 Hours. If the employee works a 7.5 hour day, you would enter 15.000 Hours. This will show as a DEBIT so the amount entered must be POSITIVE.

5. Enter a comment in the Transaction Notes field to provide a reason for this entry.

5. Click Save.

 

 

 

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