Gradience Attendance Pro / Enterprise - Time-Off: Troubleshoot Bad Time-Off Accruals

When...

  • The wrong amount accrued to the employee(s) or...
  • Nothing accrued to the employee(s) or...
  • The Time-Off accrued on the wrong date...

...there could be many causes including but not limited to the following...

1. The employee had not been entered into the software on the date when the accruals had run.

2. The employee had not been assigned the correct Time-Off plan on the date when the accruals had run.

3. The plan was not set to accrue on the correct date.

4. The plan was set to accrue on a Fiscal Date but the correct Fiscal Date was not established.

5. The plan was set to have a maximum balance and the employee has already reached that limit.

There are many more reasons to numerous to list here. The thing to be mindful of is that any corrections you make will not be retroactive. It is possible to make them retroactive but the only way to do so is to re-run your Time-Off accruals from as far back in the past as you wish. To do this, please follow the steps below.

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1. Click File > Maintenance > Perform Accruals. A popup will open where you can see the last date on which accruals ran.

Perhaps you simply need to run your accruals.

If so, click Run Accrual and when it is done, click Post Accruals and then click Close.

If they have run through [today], move on to step 2. 

2. Open the Calendar screen of an employee whose balance is wrong. Click the Year Settings tab directly under the calendar.

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3. Take note of when the [current year] began. There are three possibilities...

  • January 1st of this year or…
  • The last Anniversary of the employee or…
  • Whenever the current fiscal year began.

If the [year] has been set to start on the wrong date, you'll have to open the Time-Off plan and change it to start on the correct date. To do this, you'll need to proceed to step 4.

4. Open the Time-Off Assignments screen.

5. Take note of the name of the plan assigned to the employee. ...Is it the correct Plan? If it is, move to the next bullet point. If not, assign the correct plan, save it.

NOTE: Changing the assigned Time-Off plan will not immediately correct the way that Time-Off accrued. Such changes are not retroactive.

You will need to now go back and remove the accruals that took place incorrectly in the past and re-run them forward from that previous date through today. See Re-run Time-Off Accruals below. 

Switch the plan if it is not already correct. If the correct Time-Off plan has been assigned, see whether any Time-Off amount has been entered under Initial Deposit. If there has, please check the Date of Initial Deposit. If the year of the deposit is…

  • The current Calendar Year or...
  • The current Fiscal Year or...
  • The current Anniversary Year…

...it will count toward the limit of what may be EARNED [this year - as you define year] in the Time-Off plan. To see how your year is defined, follow steps 6, 7, and 8.

6. Click Settings > Time-Off Plans.

7. Select the Time-Off plan in question from the listed plans and click Plan Setup.

8. See when you have set the plan to start over each year.

9. Check to see whether you set the plan to carryover. The plan will either carryover or zero-out at midnight the day before [your year] begins.

The actual limit of what employees may earn [overall] is set over on the right side of the Time-Off plan under... 
 

If you put a zero under this heading you effectively remove this limit altogether allowing the employee to earn more than simply what the Time-Off plan alone will give. 

10. Next you'll want to check to see what limit you put for carryover (if you even allow carryover). 

11. Finally, you'll want to see whether you have limited employees on the total amount of Time-Off they may have.

If you made any changes those changes will NOT be retroactive. You will need to re-run your accruals from the point in the past where they had accrued incorrectly through today

To re-run your Time-Off accruals click here.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7. Click Detail and view it in detail to verify that it has been set up properly.  Edit as necessary and click Save. Click Plan Description again to verify that it has been set up properly.  If changes have been made you will need to re-run your accruals from the point in the past where they had accrued incorrectly through “today”.  See the instructional document Accruals- Rerunning.

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8. Click File > Maintenance > Perform Accrual. A pop-up will open.  In large font it will indicate… Accruals last performed on [a date].  The date indicated should be “today’s date”.  If the date is a date in the past, click Run Accrual.  When it is done click Post Accruals and then, click Close.  You do not need to preview because you can always go back and remove and rerun your accruals. See page 3 on how to re-run your accruals.

 

9. Click Settings > Global Preferences or Global Settings.  Then, click the Attendance tab. Look to the right Accrual Schedule to see whether it has been set to…

  • Run,  lets the program “automatically” calculate whether or not to accrue Time-Off to anyone.No_Action.png

  • Remind, which means that the program will remind the user to run accruals every time the program is opened.

  • No Action, which means that the program will do nothing.  The user must run accruals manually. 

     

    We recommend that it be set to Run, Daily and that every day of the week be checked.  This way, when the program is opened on any of the days that have been checked, the program will “automatically” calculate whether or not to accrue time to anyone.  If no one should get any time, no one will.  Only those individuals who should accrue time will.

 

 

 

 

10. Click Help > About to get the “full” multi-digit version number.  Whenever communicatingVersion_Number.png

with Tech Support, always indicate this complete version number and the title of the program.

 

 

 

 

 

11.  If all settings look correct but your balances are still incorrect, run a Database Maintenance at the computer where the database is located.  From the desktop click Start > Programs > Gradience > Maintenance > DB Maintenance > Start.

 

12.  If the issue persists, contact Tech Support at support@gradiencesupport.com and give the following:

  • The software title
  • The full, multi-level version number
  • The precise nature of the issue 
  • The specific steps you have already taken

 

Time-Off Accrual Plan Setup

1.   To create a plan click Settings > Time-Off Plan Maintenance > New, and enter a Plan Name.

On versions 11.0.1212.7 and earlier…

Under Method:

Time of Service means that earned Time-Off will be based on length of employment.

Hours Worked means that earned Time-Off will be based on the number of hours worked.

 

On versions 11.0.1301.7 and later…

Under Time-Off Based On:

Hire Date means that earned Time-Off will be based on length of employment.

Hours Worked means that earned Time-Off will be based on the number of hours worked.

 

2. Select the Benefit Year. When does your year begin?

On versions 11.0.1212.7 and earlier…

On the 1st (Calendar) means that your [year] starts on January 1st

Hire Date means that the [year] starts on each employee's anniversary

Fiscal Date means that each year will begin on the Fiscal Date that was entered in Global Preferences.

 

On versions 11.0.1301.7 and later…

Calendar Year / January 1st means that your [year] starts on January 1st

Anniversary of Hire Date means that the [year] starts on each employee's anniversary

Fiscal Date means that each year will begin on the Fiscal Date that was entered in Global Preferences.

 

NOTE:

Any changes you make to the Benefit Year setting will [not] immediately correct the way that Time-Off accrued. Such changes are [not] retroactive. You will need to now go back and remove the accruals that took place incorrectly between now and some point in the past and re-run them forward from that previous date through “today”. See Re-run Time-Off Accruals below.

 

Select How Often to Accrue.

Select what to do with the prior year balance. (choose to carry over or not) 

  •  When set to Hire Date, the plan will either zero out or carry over at midnight before the employee’s anniversary.
  • When set to On the 1st (Calendar), the plan will zero out or carry over at midnight December 31st.

  • When set to Fiscal year, the plan will zero out or carry over at midnight the day prior to your Fiscal Date.

 

5. Prorating should be set to No if Benefit Year is set to Hire Date/Anniversary of Hire date because there will be no partial months or partial years.

With prorate set toYes the following will happen...

If you accrue On the 1st (Calendar), the first amount will earned will only be a percentage of the normal monthly amount based on the partial month or year the employee has worked up to that time.

EXAMPLE:  An employee starts his/her employment on July 10th.  By the time August 1st rolls around, he/she would have worked roughly 66% of the month of July and will therefore only accrue (earn) roughly 66% of the normal monthly amount that first time.

Earning Levels Start on Benefit Year:  This enables an employee to begin earning the next higher amount at the beginning of the year that they reach their next level.   This is only available when accruing monthly.  To do this for annual accruals ask for Tech Support to send instructions 

EXAMPLE:  A person earns 40 hours of vacation per year Every January 1st for the first five years and 80 hours per year from 5 to ten years of service. They reach their fifth year anniversary in May of 2008.  Normally, they would not earn the new “higher” amount until the January that “follows” their fifth anniversary because the January “prior” to their anniversary, they had not yet been employed five years.  With this feature checked, they would earn 80 hours on the January of the year of their fifth anniversary.

 

7.     Max Annual Bank:  This option allows you to cap accumulated carry over. 

EXAMPLE:  You may allow carry over (5 days) in the Max Annual Carry, but may want to cap “accumulated carryover” (20 Days). Each year, the program would allow them to carry over 5, and then when this cap hits 20, it would stop carrying over. 

 

8.     Time Earned In:  We recommend all plans earn Time-Off by an increment that matches the Display Mode.

 

9.     Level:  The levels are time frames during which employees earn increasingly higher amounts of Time-Off.

 

10.   From Month:  This indicates the starting point for each level.

 

11.   Up to Month:  This indicates the point up to which this amount of Time-Off will be accrued.

 

12.   Days per month or Hours per year, etc:  This is the amount of hours or days earned each month or year.

 

13.    Max Annual Earn:  The most Time-Off that one can earn [including] Initial Balance “Earned” for that year.

IMPORTANT! If when setting up the program after the year has already begun you entered an amount on the Category Assignments screen under Initial Balance Earned and that amount was a [combination] of what would have been earned as of the Initial Date [PLUS] the amount that carried over from the previous year, enter zeros under Max Annual Earn.  This effectively eliminates any [limit] on what [may] be earned during the year but it will [not] allow employees to [automatically] exceed the amount of Time-Off they are [scheduled] to earn.

 

If you don’t do this, the amount of carryover will [count toward] the limit of what may be [earned] this year, causing the employee to [earn] less than expected. It will [not] however, cause employees to earn too much Time-Off.

 

14.     Max Annual Carry:  This refers to the most Time-Off that one can carry over from the previous year.

 

15.     Max Balance Allowed:  This refers to the most that one may have at any time during that level.

 

When finished, click the Plan Description button for a text of how this plan will function.  Compare it with your policy. If it is not consistent with your policy, click Detail and make whatever changes you need to make to align the plan with your policy. Be sure to save your changes.

 

NOTE:

Any changes you make to the Time-Off plan will [not] immediately correct the way that Time-Off accrued. Such changes are [not] retroactive. You will need to now go back and remove the accruals that took place incorrectly between now and some point in the past and re-run them forward from that previous date through “today”. See Re-run Time-Off Accruals below.

 

Re-run Time-Off Accruals

You can run accruals retroactively from any point in the past.

1.  First set be sure to prevent the program from [automatically] running accruals. Click Settings > Global Preferences > Attendance. Later, you can reset it to Run. Under [Accrual Schedule] click No Action > Save > OK > Close.

 

2.  Back up the database to preserve the data as is. Click File > Maintenance > Back up the database.

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3.  Click on File, Maintenance and click Remove Transactions.

 

4.  In the Begin Date field, enter the date from which you wish to re-accrue.

 

5.  Enter the current date into the End Date field.

 

6.  Click Run Process.

 

 

 

 

7.  When the removal is complete, click File, Maintenance, Perform Accruals. A new window will appear.Manual_Accrual_Popup.png

 

8.  Click on Run Accruals.

 

9.  When the accruals are complete, click Post Accruals.

 

 

 

10.To verify your results, click Transactions. If you are not happy with the results, you always can remove the accruals, correct the plans and rerun them.Transactions.png

 

 

 

 

 

 

 

 

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11. Once you have re-run your Time-Off accruals successfully, we recommend you set the program

to [automatically] accrue Time-Off going forward. To do this, Click Settings > Global Preferences >

Attendance. Under [Accrual Schedule] click Run > Save > OK > Close. Going forward, your program

will automatically accrue Time-Off whenever the Time-off plans dictate.

 

 

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