Sage Abra SQL HRMS

1 Sage Abra SQL HRMS. Time Off User Guide 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Business Objects, the Business Objects logo, and Crystal Reports are registered trademarks of SAP France in the United States and in other countries. NetLib is a registered trademark of Communication Horizons. OrgPlus is a trademark of HumanConcepts, LLC. TextBridge is a registered trademark of ScanSoft, Inc. Microsoft, Outlook, Windows, Windows NT, Windows Server, the .NET logo, Windows Vista and the Windows logo are trademarks or registered trademarks of Microsoft Corporation in the United States and /or other countries. The names of all other products and services are the property of their respective holders. Sage has made every effort to ensure this documentation is correct and accurate but reserves the right to make changes without notice at its sole discretion.

2 Use, duplication, modification, or transfer of the product described in this publication, except as expressly permitted by the Sage License Agreement is strictly prohibited. Individuals who make any unauthorized use of this product may be subject to civil and criminal penalties. For additional assistance on this and other Sage products and services, visit our Web site at: Table of Contents Time Off Detail Pages .. 1. absence Transactions .. 1. attendance 2. Time Off 7. Assign Leave of absence .. 7. Post absence to Previous 8. Return from Leave of 9. Time Off Processes .. 13. Accrue Time 13. Add attendance Plans .. 15. Change attendance 16. Close Accrual 17. Create absence 19. Delete absence 20. Mass Update .. 20. Post Transactions to 22. Reset Current Accrual Year .. 23. Index .. 25. Time Off i ii Sage Abra SQL HRMS. Time Off Detail Pages absence Transactions Each time you record an employee's absence , whether it is a personal day off or an FMLA medical leave of absence , you add a transaction to the employee's attendance record.

3 The absence Transactions page contains a list of all the transactions for an employee. When it is necessary to record an employee's absence , you add a record to this page. This page shows all absence transactions for the selected employee. It lists transactions that were manually entered as well as transactions automatically added. For example, if you chose to Create absence Transactions when you returned an employee from a leave of absence , those leave transactions are listed on this page as well. When you make a change to this page, either by adding, editing, or deleting records, Abra attendance automatically recalculates total hours taken and total hours available according to the date you make the change. The attendance Summary page then displays the updated information. If you are using Payroll If you are also using Sage Abra SQL HRMS Payroll, transaction accruals are transferred to Payroll in the form of timecards where they are then processed in the payroll.

4 The transfer occurs when the Open Payroll / Close Payroll process is run. After payrolls are run, time taken is transferred back to Sage Abra SQL HRMS with any adjustments made in Payroll. To add a new absence transaction, click Add. To edit an existing absence transaction, click the + button next to the record or highlight the record and click More . The detail page opens and shows the information for the selected record. Tips: If you need to enter a multiple day absence that begins at the end of one accrual year and continues into the next, split it into two transactions unless you want it all to count in the first accrual year. For example, an employee is taking the last week of December and the first week of January as vacation. Enter this as two transactions: one forty hour work week in the current accrual year and one forty hour work week in the next accrual year.

5 If you want to record exact dates, enter one transaction per day. Otherwise, enter the first date and then the total units for the absence . The absence Transactions detail page contains the following fields. Time Off 1. attendance Summary Field Field Description Label Date The date on which the absence began. The Date should occur within the current accrual year. However, if you enter a date prior to the start of the accrual year, Abra attendance informs you the date does not occur within the current accrual year and prompts you to confirm the transaction. If you must post an absence to a previous accrual year, use the action Post absence to Previous Year. Day The weekday that corresponds to the Date. Abra attendance provides the day when you enter the date. Reason The reason for the absence . The codes originate from the table of absence Reason codes. Hours/Days Total number of hours or days taken for this absence .

6 Enter a whole number and as many decimals as you set up for the plan. For example, if you set up your plan for two decimals, enter for 1 hour and 15 minutes; enter for one forty hour work week. If you set the employer's absence units to days, the field label is Days. Comments Enter any comment you have about the absence . If you do not provide a comment, Abra attendance defaults to the absence Reason. attendance Summary An employee's attendance Summary page shows all plans in which the employee is enrolled. Each plan details time taken, time carried over from previous accrual years and time available. The seniority start date for each plan determines plan seniority and accrued time. The attendance Summary page works in conjunction with the employee's absence Transactions page. That is, each time you add, delete, or modify an absence transaction, the system posts your changes and updates the attendance Summary page.

7 Note: The Accrual Balance is not automatically linked to Sage Abra SQL HRMS Payroll. The top of the page displays employee information and the remainder of the page displays summary information about the plans in which the employee is enrolled. If you set your absence units to hours during attendance Setup, time is shown in hours. If you set your absence units to days, time is shown in days. To Edit an Existing attendance Plan 1. Click the + button next to the record or highlight the record and click More . 2. The detail page opens and shows the information for the selected record. 3. Make the necessary changes and click OK. To Delete an attendance Plan 1. Select an attendance plan. 2 Sage Abra SQL HRMS. attendance Summary 2. Click Delete and confirm the deletion. To Enroll the Employee in a New Plan 1. Click Add on the employee s attendance Summary plan to open the New attendance Plan dialog box.

8 2. Select a plan from the drop down list. The list contains all the attendance Plans you set up for the employer and added to the attendance Plans code table. Note: You should not enroll the employee in attendance plans that have the same associated absence reason codes. If you unintentionally enroll an employee in two different plans with the same associated absence reason code, the system charges the hours taken against both plans. 3. When you have selected a plan, the system automatically fills in the ID, Type, and Description fields. Click OK. 4. If the plan you are adding is an anniversary plan, the Plan Start Date dialog box opens. The Anniversary Year Start date defaults to the employee s adjusted seniority date (by which seniority levels are calculated). However, if you need to start the plan for this employee on a date other than the adjusted seniority date, enter the date here.

9 Entering an anniversary year start date different from the employee's adjusted seniority date doesnotaffect the Seniority Start Date on the attendance Summary detail page. 5. Click OK. The attendance Summary Detail page opens. This page contains data that the system has calculated for the selected employee and attendance plan. The page also contains information that you already set up for the selected attendance plan, such as ID, description, and type of plan. You cannot change the information in these fields; they are disabled (grayed). 6. Use the Change Plan and Accrue buttons and the two tabs, Accrual Summary and Accrual Breakdown, to review accrual information for the employee. You can change information on any of the fields that are enabled. If necessary, the system will then re calculate the data to reflect your changes. Accrual Summary Tab Field Field Description Label Start Date The start date is used to determine seniority for the attendance plan.

10 The system uses this date to calculate seniority level for accrual for all plan types except Rolling 12 month FMLA. The date defaults to the Adjusted Seniority Date entered on the employee's HR Status page, however, you can modify it as necessary. The Adjusted Start Date on the HR Status page is based on the Start Date. If you modify the Start Date, a message asks: The employee s HR Adjusted Seniority is <Old Date>. Would you like to change it to <New Date>? Click Yes to change the Adjusted Seniority Date (on the HR Status tab) to the new Start Date (on Time Off 3. attendance Summary Field Field Description Label attendance Summary Detail). Click No to change the Start Date on the attendance Summary Detail page only. The adjacent field is the length of employment and is determined by the Start Date for this plan. If this is an Anniversary plan year, the Start Date determines the start of the plan year, year.