Updating Vacation after Rollover

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Yajasi
Posts: 108
Joined: Wed Oct 17, 2012 4:48 pm

Updating Vacation after Rollover

Post by Yajasi »

We have an vacation accrual that gets updated every Oct 1st. Effective Oct 1st, each participating employee receives their new vacation allotment of 80 hours.

Example:
Sep 27 - Employee has 20 hours of vacation accrued remaining
Sep 29 - Employee takes 8 hours vacation, but TimeTrex is not updated
Oct 1 - Employee looses 12 hours of vacation in a TimeTrex Rollover Adjustment
Oct 1 - Employee gains 80 hours of vacation for the next fiscal year
Oct 3 - Manager updates the Timesheet and marks 8 hours of vacation used effective Sep. 29
Oct 3 - Employee's accrual balance is reduced to 72 hours ???

This shouldn't be happening. The employee didn't take vacation after Oct 1st, they took it BEFORE Oct 1st.

How do we enter prior-period vacation time after a rollover has occurred?
shaunw
Posts: 7839
Joined: Tue Sep 19, 2006 2:22 pm

Re: Updating Vacation after Rollover

Post by shaunw »

Once a rollover adjustment and subsequent accrual amount is entered by TimeTrex automatically, those values will never be modified by TimeTrex, even if adjustments are made in the past. Therefore the only solution is to enter all vacation amounts prior to rollover happening, or manually adjust the accrual records to account for it afterwards.
Yajasi
Posts: 108
Joined: Wed Oct 17, 2012 4:48 pm

Re: Updating Vacation after Rollover

Post by Yajasi »

It is very unlikely that we will ever have a management staff who can keep up with vacation times and get them entered before a rollover period. It is unfortunate that TimeTrex calculates it's accrual balances based on the Audit Date instead of the Effective Date of the accrual record.
Therefore the only solution is to [...] manually adjust the accrual records to account for it afterwards.
For those reading this forum who have a similar reality, the following solution may be helpful to you. This is only a suggested solution and may not be helpful for all TimeTrex users.

Step 1
In the TimeTrex system, go to Attendance, Accrual Balances. Open the Accrual Account for viewing by double-clicking the record or by selecting the record and clicking View.

Step 2
Find the two transactions that occurred on the Rollover date. Transaction 1 will be Type: Calendar Based Accrual Policy and transaction 2 will be Type: Rollover Adjustment. Trans. 1 cannot be changed, but with the correct permissions trans. 2 CAN BE changed.

Step 3
Therefore, open the 2nd transaction (Type: Rollover Adjustment) for editing. Change the value of the Rollover Adjustment in accordance with the amount of vacation that needs to be deducted from the previous period.
Example:
  • ~ Employee took 1 day of vacation in the previous period and 1/2 day of vacation in the current period. Neither of these vacation times have been entered into TimeTrex.
    ~ Employee has a Rollover Adjustment transaction of -36:45.
    ~ Add one day of vacation to the Rollover Adjustment. If a day of vacation is 7.5 hours, then add 7:30 to -36:45. Thus, 7:30 + -36:45 = -29:15.
    ~ Change the Rollover Adjustment to -29:15 and save the transaction.
Step 4
Verify that the new Accrual Balance is correct. The balance should be the total of trans. 1 (Type: Calendar Based Accrual Policy) plus the unentered vacation time from the previous period.
Example: (continued ...)
  • ~ Employee was awarded 75 hours of vacation for the current period.
    ~ Employee has 1 day of unentered vacation from the previous period of 7.5 hours.
    ~ Therefore, 75:00 + 07:30 = 82:30. Assuming no vacation has been entered for the current period, 82:30 should be the new balance.
Step 5
Update the employee's schedule or timesheet to reflect the vacation day(s) from the previous period. See the TimeTrex documentation for adding a day of vacation to the Employee's records.
Example: (continued ...)
  • ~ Enter 7:30 vacation time for the date used in the previous period.
Step 6
Verify that the new Accrual Balance is correct. The balance should be the same as trans. 1 (Type: Calendar Based Accrual Policy).
Example: (continued ...)
  • ~ Employee was awarded 75 hours of vacation for the current period.
    ~ Assuming no vacation has been entered for the current period, the balance should be 75:00.
Step 7
If the balance is incorrect, the problem could be any one of the following:
  • 1. A separate accrual balance adjustment has been made to the employee's records, possibly by the manager's superior or by a substitute manager. Consider adjustments made for bonus vacation time or disciplinary removal of vacation time.
    2. One or more days of the employee's vacation was not entered properly over the course of the previous period.
    3. The previous period starting balance was incorrect.
To correct the incorrect balance, use the attached spreadsheet to calculate a corrected Rollover Adjustment amount and update the TimeTrex system accordingly.


Step 8
Update the employee's schedule or timesheet to reflect the vacation day(s) from the current period. See the TimeTrex documentation for adding a day of vacation to the Employee's records.
Example: (continued ...)
  • ~ Assuming 1/2 of a 7.5 hour work day is 3:45, enter 3:45 vacation time for the date used in the current period.
Step 9
Return to the Accrual Balances page and verify that the remaining balance is correct for the current period. The remaining balance should be the allotted vacation minus the used vacation.
Example: (continued ...)
  • ~ Employee was awarded 75 hours of vacation for the current period.
    ~ Employee took 1/2 day of vacation in the new period. Assuming the work day is 7.5 hours, the employee should be docked 3:45.
    ~ Manually calculate the correct balance of remaining vacation accrued by subtracting the used balance from the initial balance. Thus, 75:00 - 3:45 = 71:15.
Please feel free to use and/or modify this procedure and spreadsheet to fit your needs.
Attachments
AccrualBalanceCalculator.xlsx
(9.93 KiB) Downloaded 252 times
shaunw
Posts: 7839
Joined: Tue Sep 19, 2006 2:22 pm

Re: Updating Vacation after Rollover

Post by shaunw »

Am I correct in understanding that in your case employees are actually away on vacation before its even approved/entered into TimeTrex? It seems like you are expecting TimeTrex to keep information up-to-date but you aren't providing it with that information in a timely manner to do so.
Yajasi
Posts: 108
Joined: Wed Oct 17, 2012 4:48 pm

Re: Updating Vacation after Rollover

Post by Yajasi »

Yes that's correct. Employees are approved for vacation verbally or through email.
Yajasi
Posts: 108
Joined: Wed Oct 17, 2012 4:48 pm

Re: Updating Vacation after Rollover

Post by Yajasi »

Consider the situation where a manager is out of pocket and an employee approaches the substitute manager. "Can I have tomorrow off, something important requires my time." "Yes," the substitute says, "I'll send your manager an email so they can update TimeTrex when they return."
shaunw
Posts: 7839
Joined: Tue Sep 19, 2006 2:22 pm

Re: Updating Vacation after Rollover

Post by shaunw »

TimeTrex is designed such that employees submit requests for time-off through its Request system, then their supervisor/manager can authorize those requests and have them accounted for in TimeTrex immediately. In the case of a manager being away, the acting manager can temporarily have the same access as the original manager to do the necessary authorizations instead.

Anytime you take information outside of the system, you limit its ability to perform its intended duty and it will make things more difficult. It is no different than any other system in that aspect.
Yajasi
Posts: 108
Joined: Wed Oct 17, 2012 4:48 pm

Re: Updating Vacation after Rollover

Post by Yajasi »

Thanks for the explanation. It would be a nice enhancement though - to be able to do everything I've suggested in this post without being bound to the vacation request functionality. TimeTrex is used all over the world. In many countries, the employees do not have access to the company payroll system to enter their vacation requests.
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