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Accruals Setup - Admin Tools

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Accrual plans are set up in two areas of the Avionté application - Admin Tools and Main Menu.

Once an Accrual Plan is created in Admin Tools, the created plan can then be applied to an Employee or Customer in the Main Menu.

After creating an Accrual Plan with the steps below, visit the Accruals Setup - Main Menu to apply the accrual plan to an Employee or Customer. 

 

This article explains how to set up the Admin Tools portion of Accruals in three, sequential parts:

 

  1. Admin Tools > Config Options: These config options enable a user to create and edit an Accrual Plan.

  2. Admin Tools > Form: The Avionté Form function is used to add or remove options from the Avionté Main Menu.

  3. Admin Tools > Create an Accrual Plan: These steps describe how to configure a plan with rates and conditions that can then be applied to an Employee or Customer.

 

 

Admin Tools - Config Options

Two config options, AllowEditEmployeeAccrual and AllowEditCustomerAccrual must be configured to give a user the ability to administrate accruals in the Avionté application.

AllowEditEmployeeAccrual
True: Allows a user to edit the existing accrual plans for an employee.
False: The accrual plan fields display to the user but are disabled, preventing the user from editing them.
AllowEditCustomerAccrual
True: Allows a user to edit existing accrual plans for a customer.
False: The accrual plan fields display to the user but are disabled, preventing the user from editing them.

 

 

Set Up Config Options

  1. Navigate to Start Page > Actions Menu > Admin Tools > Category = System > Config Option

  2. Click the Config Option By FKName tab.



  3. Enter "accrual" in the search cell of the Property column 




  4. Click on the name of the config option in the Property column. 
    • Select AllowEditEmployeeAccrual to grant a user or group of users the ability to edit an employee.
    • Select AllowEditCustomerAccrual to grant a user or group of users the ability to edit a customer.

  5. In the Apply To area, search for a user or group of users that will have the capability of editing an employee's Accrual Plan.




  6. In the Select column, place a check in the box for the corresponding user. 

  7. Press the Tab button on the keyboard to save the check mark. 

 

 

Admin Tools - Form 

Accrual options are made available in the Main Menu with the use of Admin Tools > Form. The Accrual Main Menu options will be displayed in:

    • Employee > Payroll > Accruals
    • Customer > Accrual Plan

 

Visit the Admin Tools: Form article for details about adding a menu option to the Avionté application. 

 

 

Admin Tools - Create an Accrual Plan

To create an Accrual Plan, values are installed in a company's Supplier Administration - Accruals tab.

 

The Supplier Administration - Accruals tab is categorized into three sub-tabs:

 

  1. Sub Tab - Accrual PlanThe fields in this sub-tab are used to define basic values for the plan - Description, Rate Type, Yearly Limit, etc. 

  2. Sub Tab - Accrual Plan AccrueThe fields in this sub-tab are used to select Paycode Transaction Types that define how hours are accumulated in a plan. Accrual Paycode Transaction Types include Reg, OT, DT, and Salary

  3. Sub Tab - Accrual Plan DepleteThe fields in this sub-tab are used to select Paycode Transaction Types that define how hours are depleted in a plan. Depletion Paycode Transaction Types include PTO, Sick Time, and Personal Day.

 

 

Sub Tab - Accrual Plan

The fields in this sub-tab are used to define basic values for the plan - Description, Rate Type, Yearly Limit, etc. 

 

  1. Navigate to Start Page > Actions Menu > Admin Tools > Category = Employer

  2. Double-click the name of the employer receiving the accrual plan.

  3. Click the Accrual Plan tab near the top of the page

  4. Click Add New. The fields will be ready for population.




  5. Populate the fields according to the following definitions:

    Accrual Plan The name of the accrual plan. It is recommended that this title is as descriptive as possible. For example, if two PTO plans are offered, each based upon years of service, name one plan “PTO 1-4 Years” and another plan “PTO 5 or More Years.”
    Description A free-text field used to describe the plan.
    Rate Type

    A drop-down menu with options that define by what method the accrual will be calculated.

     

    • Per Hour - For every hour worked, a set value of time is accrued. 
      Example - If the rate type is per hour, a rate of 0.25 would earn the employee 0.25 hours (15 minutes) of PTO for every hour worked. 

     

     

     

    • Per Pay Period - For every pay period worked, a set value of time is accrued. 
      Example - If the Rate Type is Per Pay Period, a rate of 0.25 would earn the employee 0.25 hours (15 minutes) of PTO for every pay period worked.

     

     

    Rate

    A specific value that, when calculated according to rate type, accrues available time off. 

    Unlimited Carryover Indicates that employees can carry over an unlimited amount of Accrual Hours.
    Carryover Limit The number of units that can be carried over. If the employee is over the carryover max, the system will drop the rate back to the allowed amount. If Unlimited Carryover has been selected this field becomes uneditable.
    Pay Period Limit Set a Pay Period Limit to control maximum accrual earnings during a Pay Period. This is especially useful when the employee earns on a per Pay Period basis and has a check correction, bonus check or other situation where they have multiple checks processed for them in an Accounting Period.
    Yearly Limit Defines the maximum Accrual Plan Hours a person can earn in a year. Avionté recommends completing this field.
    Yearly Date Type

    A drop-down menu with options that define the annual time range in which hours are accrued. This selection sets a time span for annually Earned Accrual Hours and Carryover Limits.

    • Anniversary Date - Sets the beginning of the employee's accrual period to the anniversary of their hire.
    • Calendar Date - Sets the beginning of the employee's accrual period to January 1st.
    Initial Balance

    Initial Balance starts the employee with a balance of Accrued Hours. The employee will immediately see their hours on their pay stub and/or on the Employee Portal.

     

    Note: On an employee's anniversary, the initial balance will be re-added to the employee's accrued balance. If an employee begins with an initial balance of 15 hours, their account will automatically receive another 15 hours on their one-year anniversary. 

    Max Accrual Balance

    Defines a maximum number of hours the employee can have on their Accrual Plan. There is a Weekly Process that looks at these values and will auto-subtract hours if the employee has exceeded the limit set in this field.

    Users may view the Accrual History tab in the Employee Accrual section to see a history of these adjustments. The accrual history displays the addition and subtraction of accrual values. 

    Processing Method

    The series of commands Avionté uses to process Accruals. Do not adjust this field unless directed to do so by Avionté's Technical Support or Training departments.

     

    The Processing Method is different depending on the country (U.S. or Canada) of the employee or customer. Because Canadian regulations differ from U.S. regulations, setting the Processing Method to pay_ProcessPayrollCheckAccrual_CA will override any value placed in the Rate Type field.

     

    If this drop-down menu does not contain "Accrue For Later Payout," the supplier may not be configured for Canadian processing. See the Configuring for Canada section at the end of this article. 

    Pay Type (Canadian only)

    A drop-down menu featuring Canadian accrual method selections.

     

    If this drop-down menu does not contain "Accrue For Later Payout," the supplier may not be configured for Canadian processing. See the Configuring for Canada section at the end of this article. 

     

    Canadian regulations permit an employee to receive vacation pay on a weekly basis with their regular paycheck in lieu of receiving pay during any time off the employee might take. To accommodate this, Avionté has a different Processing Method that is available for Canadian Clients, with a feature that permits weekly vacation payout. See the Accrual Plan Examples section below for Canadian field requirements. 

      • Include in Weekly Pay - Instead of accruing vacation hours that would otherwise be paid while the employee is off, the money that would have been set aside for time off is paid in each weekly pay period. Salary is not paid during any time off. 
        • Rate Type
        • Rate (in Canada, must be at least .04 (4%)
        • Yearly Date Type
        • Processing Method
        • Pay Type: Set to Include in Weekly Pay
      • Accrue for Later Payout - Instead of accruing vacation hours that would otherwise be paid while the employee is off, the money that would have been set aside for time off is paid at any time as agreed upon by the employee.
        • Rate Type
        • Rate (in Canada, must be at least .04 (4%)
        • Yearly Date Type
        • Processing Method
        • Pay Type: Set to Accrue for Later Payout
    Active The Active checkbox designates whether this is an Active Accrual Plan or not. If left un-checked, the Accrual Plan will not function. Avionté recommends de-activating any Accrual Plans you no longer use. If “Active” is not checked, the plan will not show in the list of available Accruals that can be added to an Employee’s record.


  6. Click Save.

 

 

 

Accrual Plan Examples

U.S. - Standard

As an employee, I will accrue 3 hours per paycheck once I have completed 1 year of service. I get paid biweekly, so I can only accrue 78 hours per year. I am allotted to carry over 40 if I do not use all of my vacation that year, but anything over 40, I will lose. I can have a max of 120 hours at any given time. If I am at my max, I will not accrue any additional hours.


For this example the fields should be filled out as so:

  • Rate Type: Per Hour

  • Rate: 3.00

  • Carryover Limit: 40.00

  • Pay Period Limit: 3.00

  • Yearly Limit: 78.00

  • Yearly Date Type: Anniversary Date

  • Initial Balance: 0.00

  • Max Accrual Balance: 120.00

The transaction types that an employee using the example will accrue and deplete on should be entered as so to follow best practices.




 

U.S. - Depletion Accrual Plan

As an employee, I am given a lump sum on my Anniversary Date each year of 80 hours. Anytime I use Vacation, it will deplete my bucket. I will not accrue anything for the remainder of the year after I receive my initial balance.


For this example the fields should be filled out as so:

  • Rate Type: Per Hour

  • Rate: 0.00

  • Carryover Limit: 40.00

  • Pay period Limit: 0.00

  • Yearly Limit: 80.00

  • Yearly Date Type: Anniversary Date

  • Initial Balance: 80.00

  • Max Accrual Balance: 120.00

There are only accrual depletion transactions that need to be set up to meet best practices.

 

Canada - Accrual for Later Payout

As an employee, I accrue vacation time at a rate of 4% per pay period. I want to bank those accrued hours to be used at a later time. If I work 80 hours in a pay period at a rate of $15/hr and an accrual rate of 4%, I will earn $48.00 (80hrs x .04 x $15) that will be paid at an agreed upon time. 



  • Rate Type: Per Hour
    Setting the Processing Method to pay_ProcessPayrollCheckAccrual_CA respects any value placed in the Rate Type field. For accruals to function properly, the Rate Type must be set to "Per Hour."

  • Rate: 0.04

  • Unlimited Carryover: Marked

  • Carryover Limit: N/A

  • Pay Period Limit: 0.00

  • Yearly Limit: 0.00

  • Yearly Date Type: Calendar Date

  • Initial Balance: 0.00

  • Max Accrual Balance: 0.00

  • Pay Type: Accrue For Later Payout

Note: Best Practice is to add the normal transactions for accrual and vacation for depletion.
 
 

Canada - Include in Weekly Pay

As an employee, I would like to receive my 4% vacation pay out on each paycheck. When I take vacation, I will not receive a check since I collect the money each week when I work. If I work 80 hours in a pay period at a rate of $15/hr and an accrual rate of 4%, I will earn $48.00 (80hrs x .04 x $15) that will be included in my paycheck for that pay period.



  • Rate Type: Per Hour
    Setting the Processing Method to pay_ProcessPayrollCheckAccrual_CA respects any value placed in the Rate Type field. For accruals to function properly, the Rate Type must be set to "Per Hour."

  • Rate: 0.04

  • Carryover Limit: 0.00

  • Pay Period Limit: 0.00

  • Yearly Limit: 0.00

  • Yearly Date Type: Calendar Date

  • Initial Balance: 0.00

  • Max Accrual Balance: 0.00

  • Pay Type: Include In Weekly Pay

Note: Best Practice is to add the normal transactions for accrual and vacation for depletion.
 
 
 
 
Sub Tab - Accrual Plan Accrue
The fields in this sub-tab are used to select Paycode Transaction Types that define how hours are accumulated in a plan. Accrual Paycode Transaction Types include Reg, OT, DT, and Salary
  1. Navigate to Start Page > Actions Menu > Admin Tools > Category = Employer

  2. Double-click the name of the employer receiving the accrual plan.

  3. Click the Accrual Plan Accrue tab near the top of the page

  4. In the Transaction Type column, mouse-over a cell in the Transaction Type column and click on the available drop-down menu icon.




  5. Select a Transaction Type from the menu. 
    • Additional Transaction Types can be added by mousing over the bottom-most Transaction Type column cell and selecting a new Transaction Type. 

  6.  Click Save.
 
 
 
 
Sub Tab - Accrual Plan Deplete
The fields in this sub-tab are used to select Paycode Transaction Types that define how hours are depleted in a plan. Depletion Paycode Transaction Types include PTO, Sick Time, and Personal Day.
  1. Navigate to Start Page > Actions Menu > Admin Tools > Category = Employer

  2. Double-click the name of the employer receiving the accrual plan.

  3. Click the Accrual Plan Deplete tab near the top of the page

  4. In the Transaction Type column, mouse-over a cell in the Transaction Type column and click on the available drop-down menu icon.




  5. Select a Transaction Type from the menu. 
    • Additional Transaction Types can be added by mousing over the bottom-most Transaction Type column cell and selecting a new Transaction Type. 

  6.  Click Save.

 

 

 

 

Configuring for Canada

 

Verify Canada

To verify whether Canada is available in the Locality/Country tab,

        1. Navigate to Start Page > Actions menu > Admin Tools

        2. Click Employer from the Category options

        3. Double-click the specific employer from the Employer options

        4. Click the Locality/Country tab.

        5. Click the Country Code tab.

        6. Verify that CA is available in the Country Code grid.




        7. If Canada is not included, continue to the Add Canada section below. If Canada is already included, skip to the Detail Tab section below.

 

 

Add Canada

To add Canada as a Country Code option,

 

      1. Select CA Canada from the Country Code drop-down menu.


      2. Click Save.

      3. Close the Supplier Administration window.

      4. Close the Admin Tool Main window.

      5. Navigate to Start Page > Actions menu > Admin Tools

      6. Click Employer from the Category options

      7. Double-click the specific employer from the Employer options

 

 

Detail Tab

To configure Canadian payroll processing,

 

      1. On the Detail tab, select Canada from the Country drop-down menu in the Address area.

      2. Click Save.

      3. Close the Supplier Administration window.

      4. Close the Admin Tool Main window.

      5. Navigate to Start Page > Actions menu > Admin Tools

      6. Click Employer from the Category options

      7. Double-click the specific employer from the Employer options

      8. Click the Accrual tab. A "Pay Type" drop-down menu is now available in the Benefit Plan area.

      9. Type "pay_ProcessPayrollCheckAccrual_ca" into the Processing Method field.

      10. Click Save. Canadian pay types can now be used.

 

 

Vacation Setup for Canada

In order to have transactions automatically pull Canadian vacation pay, setup is needed in Admin Tools' branch settings.

 

The specific branch property is Canadian_VacationPay_PayCodeSystemName, which will have the system names of transactions that should be generating vacation pay as comma separated values (no spaces between), Reg,OT,DT,Salary - whichever values your company has available to employees.

 

  1. Navigate to Start Page > Actions menu > Admin Tools > Category = Employer > Select the supplier 

  2. Click the Branch tab.

  3. Click Add/Edit.
    1.png

  4. In the Details grid, select the branch that will be edited.

  5. Scroll to the bottom of of the list in the Branch Properties grid.
    3.png

  6. Mouse-over the Property cell in the last row. An Edit button displays in the cell.
    4.png 

  7. Click Edit

  8. Type the property name Canadian_VacationPay_PayCodeSystemName into the cell.
    5.png

  9. Mouse-over the Value cell in the same row. An Edit button displays in the cell.
    6.png

  10. Click Edit

  11. Type the values "Reg,OT,DT,Salary" (whichever values your company has available to employees), into the cell. 
    7.png

  12. Click Save. Canadian vacation time will now be recognized when processing payroll.

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