How to Adjust Accrual Balances

Accrual balances track employee time off for things like vacation, sick leave, and personal time. Whether you are setting up new employees, assigning different earning schedules, or making manual adjustments to correct errors, the recent updates make managing accruals much easier. Watch the video below for a walkthrough of the accrual account settings, or read on for a comprehensive step-by-step guide.

Viewing and Filtering Accrual Balances

To get started, navigate to Menu > View Accrual Balances. From this screen, you can manage how you view employee data:

• Filter and Search: You can filter employees by a specific group, search for a specific employee, or use the dropdown to find inactive employees.
• Toggle Schedules: Use the "Show assigned schedules" toggle to either display the specific accrual schedule an employee is enrolled in, or uncheck it for a cleaner look.
• Customize Columns: The "three dot" option list of accounts allows you to uncheck items you don't need to see, limiting the horizontal scroll so you only view relevant accounts like Vacation, Comp, Personal, Sick, and Holiday Hours.

How to Make Manual Adjustments to Balances

When you first set up an accrual account, the balance starts at zero, meaning you'll need to add starting balances for existing employees. You may also need to adjust balances if an employee uses the wrong account and the pay period is already closed.

Adjusting a Single Employee

1. Find the employee and click on the number for the specific accrual account you need to edit.
2. Expand the Date Range: It is important to expand the date range (e.g., using the last day of the year as the end date) and click Update to ensure the running total encompasses everything within the full pay period and beyond.
3. Click Add transaction.
4. Select Pay Period: Choose whether the adjustment belongs to the previous or current pay period.
5. Set Fixing Date: This is usually the specific date in question or the last day of the pay period.
6. Enter the Amount: Enter a positive number to add hours (e.g., "8") or a negative number to subtract hours (e.g., "-8").
7. Add a Memo: Always include a note explaining the adjustment, such as "Correction from sick time used on this date".
8. Click Save. The manual adjustment will now show in the balance history.

Making Bulk Adjustments

If you need to apply a credit or bonus to multiple employees at once:

• Check the boxes next to the employees you wish to update.
• Click Add transaction and select the account you are adding to.
• Pick the pay period, set the fixing date, enter the amount, add your memo, and click Save to update all selected balances simultaneously.

Assigning and Updating Accrual Schedules

Accrual schedules define how employees earn their time off (e.g., an "Office 8-hour" schedule versus a "Patrol Vacation" schedule). If an employee changes departments, you may need to update their assigned schedule.

Updating a Schedule from the Balances Screen

• Single Employee: Click the pencil icon next to their current assignment, select the effective date, choose the new schedule, and click Assign.
• Bulk Assignment: Filter by a specific group, check the bulk select box to highlight all employees in that group, click Assign schedules, select the effective date and the new schedule, and click Assign.

Updating Schedules via Setup Accrual Accounts

You can also manage assignments by looking at one specific accrual account at a time:

1. Navigate to Setup Accrual Accounts.
2. Select a specific account, such as Vacation.
3. Click on the Setup employees with this account option.
4. This screen filters specifically to the chosen account, allowing you to easily spot new or unassigned employees, select them, click Assign schedule, choose the effective date and schedule, and click Assign.