Accrual Documentation

Overview

Staffing Complete has an accrual system that allows you to create accrual plans that control both the accrual and use of vacation, sick, and PTO time. Each plan can be customized with eligibility delays, usage max, and an automatic tier system based on hire date. These plans are created in the setup module with their various customization. Accrual plans can be selected at both the office and personnel level with the office level having staff and temp selections.

Detail

1. To set up the Office level vacation/sick accrual start by going to the Setup Module

2. Go to the Accrual Plans tab

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Setting Up Accrual Plans and Tiers:

Start by right clicking in the accrual plan area, selecting add accrual plan and clicking yes on the confirmation pop up. Once done, you’re free to detail the main plan details to the right.

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The details of each options are below:

• Active: Determines if the plan can be selected for use

• Eligibility Delay: Employee starts accruing immediately, but accrued balance is not “Available” until after X days

• Plan Type: Selects if the plan is setting rules to accrue vacation, sick, or pto

• Plan Name: The name of the plan referenced in plan selection

• Description: An area where you can add details regarding the plan for your reference

• Rollover: Selects if the accrual and usage cycles reference the calendar or anniversary year (hire date)

Setting Up Accrual Plans and Tiers:

Each plan has at least one tier which is auto inserted upon the plan being created. Each accrual plan can have as many tiers added as needed by right clicking and selecting add accrual tier.

The details of the tier options are below:

• Year Start: The minimum amount of years for the tier

• Year End: The maximum amount of years for the tier

• Accrual Rate: How many hours are accrued per hour worked (a 0.01 rate and 10 hours worked would equal 0.1 time accrued)

• Max Accrue (Per): How many hours can be accrued within the selected time frame

• Stop Amt: The maximum number of hours that a personnel can have at one time

• Usage Max (Per): How many hours can be used within the selected timeframe

In the above example, we have one vacation plan with 3 available tiers that cover years 0-9. Each plan has (1) different rates at which hours are accrued, (2) the max they can accrue per year, (3) overall stop amounts and (4) how many hours can be used per week.

Selecting Active Accrual Plans:

Once a plan has been created and is active, it can be set at both the office and personnel levels. Setting plans at the office level allows you to specify vacation, sick, and pto plans for all temps and staff within that office. To set the office plan, go to the Setup module, click the “Office” tab, select the office from the office list and click the “Settings” tab. On this tab you can select the relevant plan for the item listed.

Selecting plans at the personnel level will override anything set at the office level, and can be done in the Personnel module on the “Accrual” tab. You also have the option to grant a tier year offset, which allows you to start off an employee at a higher tier to qualify them for a better tier without having to create a new plan and new tier for just one employee. Keep in mind that after creating a new plan, you may need to restart Staffing Complete to see it as an option.

Viewing and Adjusting Personnel’s Vacation/Sick Hours:

1. Start by going to the Personnel Module and search for the personnel you want to see the vacation/sick hours for. High-light the personnel and go to the Accruals tab

2. Select the tab you’re wanting to see accrual details for, enter the Start and End date you’d like to see the accrued hours for and click Search

Viewing and Adjusting Personnel’s Vacation/Sick Hours:

The top area displays information regarding the personnel accrued and used hours. Hover your mouse over any of the items to see the tool tip displaying more information. You can also run the Personnel Vacation report.

Setting Up Pay Types for Accruals:

Part of the accrual system is determining what pay types earn and deduct time. This is done within the setup module and is specific for each pay type. It only controls if the pay types earn or deducts accruals and carries no additional logic. This is in the Setup module>Types>Payroll tab.

Accrual Rules by Locality:

Apart from the office and personnel settings, there are places within the software that allow you to set additional restrictions and customizations for accruals. The Customer>Jobsite>Misc tab allows you to check the Disable Accruals, which will override any set logic by not allowing any accrual of hours for personnel working that Jobsite. You can also make the same restriction at the State level, which looks at the state set at the personnel level and is changed at Setup “Locality” tab State sub-tab.

You can also set separate accrual logic at the city level for locality-based restrictions on the “City” Tab which also keys off the personnel city. If the box is checked this logic will apply.

Allowing Negative Accruals:

You can also toggle the ability for personnel to go into Negative Accruals, which allows personnel to use time they haven’t earned. The check for negative accruals occurs upon processing payroll and is displayed as a pop-up message letting you know of the error. To allow negative accruals:

1. Go to the Setup module

2. High-light the office you want to allow negative vacation/sick accrual for

3. Go to the General tab

4. Check the Negative Accruals check box to allow personnel to go into negative vacation hours for the specified office

Accrual Permissions:

1. Go to the Setup module then the Users tab

2. High-light the username you want to add the permission for and switch to the Permissions🡪 Personnel sub tab. The permission you need is:

• Manage Accruals