Gradience Pro / Enterprise - Time-Off Carryover is Wrong

NOTE: These instructions were updated to accommodate the most current version of Gradience. If any of the terminology or names of things to click do not line-up with what you see in Gradience, you likely do not have the latest version. Your [license] may be current but your [version] may not be. 

Click Help > About to find your full, multi-digit version number. At the time of this writing, the latest version is 11.0.1606.29, which came out on June 29, 2016.

  • The 16 refers to the year 2016.
  • The 06 refers to the month of June.
  • The 29 refers to the day-of-the-month.

By the time you read this, we may have updated the software further and perhaps even be on version 12. The steps below will still apply to later versions but your version may be old. If your version is old, please submit a request online to update for FREE. Be sure to provide your current multi-digit version number and indicate whether the software is on only one computer or multiple computers. Again, the update is FREE. You pay for [licenses] not version updates.

To Submit a Request to update for FREE, click Here

Time-Off Carryover is Wrong

Your Time-Off Plans control carryover. When carryover...

  • Fails to occur at all or
  • Happens when it shouldn’t or
  • Doesn't happen when it should...

you’ll need to do the following…

1. Click File > Maintenance > Perform Accruals. A popup window will open that will have a statement near the top that will say…

Accrual Last Performed on (DATE)

  • If the date is in the past, click Run Accrual. When done, click Post Accruals > Close.
  • If the date is today’s date, click Close and move on to step 2 below.

2. Click Calendar in the upper-left. Below the calendar itself, click Year Settings. When did the year start? Perhaps the year started back on the employee’s last anniversary rather than January 1st. This would mean that carryover happened at midnight before the last anniversary, not this past December 31st.

If this is indeed what happened, it is because the Time-Off plan assigned to this employee anniversary as shown in the image below.

 

If you want the year to start on January 1st, you’ll need to do so in the Time-Off plan itself. To do so, click Settings > Time-Off Plans. Select the plan from the plan list and click Plan Setup.When the screen opens, select January 1st under Each new year starts on... and then click Save.

3. Check the lower-left corner and under Select what to do with prior year balance and set the plan to…

  • Carryover balance from prior year or...
  • Zero balance from prior year 

4. If you find that you do [not] need to change when the year starts, look to the right under Carry Over from Last Year to see whether it has been been set to the amount of carryover that you need.

In the  image above you can see what the limit of annual carryover is regardless whether the year is...

  • Calendar Year or
  • Anniversary Year or
  • Fiscal Year 

Any changes you have made up to this point will not change what has happened already but what will happen going forward. If you need to change what has happened, you will have to remove what already accrued from some point in the past and re-run accruals forward from that date. See Re-Running Accruals below.

Re-Running Accruals

1. Backup the database!  Click on File > Maintenance > Backup the database.

2. Next, remove the bad accruals.  Click on File > Maintenance > Remove Transactions.

3. Enter a Begin Date from which to re-accrue then, put today’s as an End Date and click Run Process.

4. When the removal is complete, click File > Maintenance > Perform Accruals. A new window will appear.

5. Click on Run Accruals.  When the accruals are complete, click Post Accruals and then, click Close

6. To verify your results click Transactions.

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