Rollover Entitlements at Year End
This process should be done AFTER you have run payroll for the pay period that contains the time card date of December 31.
Entitlement Setup
NAVIGATION: MAINTAIN menu > Entitlement Master
- Review each Accumulation Code to ensure that the "Rollover" and "Accumulation" amounts are correct at the bottom of the screen.
- Save each Accumulation after making changes.
Employee Entitlement Balance Summary Report
This report should be kept as a permanent record of the available time before the rollover of available time. If there are any questions about how time was rolled over, you can refer to this report for the available balance prior to the rollover.
NAVIGATION: REPORTS menu > Entitlement Summary Report
- Select up to eight Entitlement Codes for the report.
- If you have more than eight, you will need to print this report multiple times to include all of your entitlements.
- Select Hours or Days for how you want the report to show available time.
- Preview or print the report (see Report Preview, Print and Save Options)
Employee Absentee Detail Report
This report will list all of the time off taken on or after January 1st. This used time is already reported on the Employee Entitlement Balance Summary Report. When the Rollover completes, the January time will not be moved to Prior Accum, it will remain in the Used YTD.
NAVIGATION: REPORTS menu > Absentee Reports > Absentee Detail Report (History)
- You may leave the Employee No range blank for First and Last Employee to include all employees in the report
- Enter the Start Date of 1/1/XXXX for the year that is beginning
- Enter the End Date as the last Time Card Date that may have been processed in the new year
- Select All Entitlement Codes to include on the report
- Preview or print the report (see Report Preview, Print and Save Options)
Accumulation Roll-over
NAVIGATION: UTILITIES menu > Accumulation Roll-Over
- Enter the Time Card Start Date as January 1 of the year that is beginning
- Click "Roll Over Process" on the Quick Links bar at the top of the view
Employee Entitlement Balance Summary Report
NAVIGATION: REPORTS menu > Entitlement Summary Report
- Run the Entitlement Summary Report again as you did before the rollover.
- Print this report and keep as a permanent record of the available time after rollover.
- Review the three reports to verify that all available time rolled over correctly. If any corrections need made, see Process Manual Entitlement Adjustments
Reset Entitlement Counters for Next Cycle
NAVIGATION: UTILITIES menu > Automated Entitlements > Reset for Next Cycle
- Select the annual Cycle Code
- Click RESET
Entitlement Edit List
NAVIGATION: UTILITIES menu > Automated Entitlements > Entitlement Edit List
- Select the Cycle Code for annual
- Enter the Start and End dates as 01/01/XX to 12/31/XX. Use the year that is beginning.
- Preview or print the report (see Report Preview, Print and Save Options)
- If the entitlement information is correct, continue to Post Entitlements.
- If the edit list is not correct, fix the entitlement information and review again before posting.
Post Entitlements
NAVIGATION: UTILITIES menu > Automated Entitlements > Post Entitlement
- Select the Cycle Code of Annual
- Enter the Start and End dates as 01/01/XX to 12/31/XX. Use the year that is beginning.
- Enter an Effective date of January 1 of the year that is beginning.
- Click POST on the Quick Links bar
- This will add to the employee's Current Accum all time that is based on the annual cycle.
- Reset, review and post any other entitlement cycles that need included before your next payroll.
12/2024