TimeClick Time Clock Software Accruals Tutorial - (435) 753-4102 - YouTube

Welcome to the accruals tutorial where we are going to set up the system to accurately

track your accruals.

First enter Administration Mode put in your secure password

select Accruals & Misc.

In this window you can choose to have time accrue based on hour or by pay period.

For this video we will go through adding Categories by Pay Period but the subsequent steps work

the same for those who accrue by hour.

Go ahead and select Categories by Pay Period (or by Hour).

Check the box Enable Accrual Feature.

Here we have 4 different categories you can use if employees earn different amounts of

accrued time.

For example, if there is an employee who earns more accrued time per pay period because they

have been with the company for 20 years, you can type their rates in Category B, C, or D.

In each category, enter the rate time will accrue for employees.

Be sure to use decimal hours so if I say they earn one hour and 30 minutes of vacation time

every pay period I would put 1.50.

Take just a moment to fill in your categories.

Once you have the accrual rates typed into all the categories you will use, click Finished,

then Finished again to get back to the Administrative Options.

Now we'll need to assign our employees to their accrual category.

Click Employees Edit Employee record

select an employee and click Eligibility in the bottom right

corner of the record window.

Here we will make sure they are eligible to accrue their vacation, sick, and PTO hours.

We'll mark those boxes if they are not already checked.

When that looks right, click Finished

then select the Accruals.

In this window, use the small dropdown menu to assign this employee to the category corresponding

to their accrual rate.

These three fields act like a bank showing how many hours are available for the employee

to use for sick, vacation, and PTO.

When employees have vacation, sick, or PTO time entered into the system either through

modify times or staff options that time will be deducted after the updating process and

the time they earn that pay period will be added here.

In these fields put the employee's current accrued time balance.

Feel free to take another moment to fill in these in.

Pause the video if you'd like.

Once that's done, click finished back to the admin options.

Now we are ready to update the reports.

Click Reports.

During the updating process we will be using the All Employees Hours,

the accruals, sick, vacation, and PTO hour reports.

The reports should be run and updated every pay period.

Once you run and update for a specific pay period, do not run and update again for that

same pay period.

First we must review the hours already in the accruals report.

Click Accruals

click Accept to run the report for All Employees.

The report will run and give you the amounts of everyone's bank in a quick snapshot.

Print or save this report then close it

and click finished to head back to the first Report Options window to review the All Employees

Hours Report.

When you run this report, be sure to have the date range reflect the pay period you

are intending to update, or the last completed period.

Click Accept.

The next window that comes up gives you three options.

For now we will Review Only - Do not update file.

This option will leave your accruals where they were at the beginning of the pay period.

Nothing will update when you run a report as Review Only.

Click Ok.

The report will run showing you the details of clock actions, hour summaries, and the

time that the employee will be accruing that pay period.

Check for and fix any errors on the report for each employee before proceeding.

Print or save this report then close it.

Now we will add the hours that were used during the pay period.

Run the All Employees report one last time but now you will mark Add Accrued Hours to

Previous Hours - Do UPDATE Accrual File.

Running the report using Do Update Accrual file changes the numbers in the accrual bank

for each employee who earned accrued time.

Click OK.

Check then close this report.

Next we will deduct the hours used.

Go back to Other Reports.

To update the accruals, we will begin with Sick Hours.

Mark Update Available Accrued Hours with Hours Used.

Select the date range

and click accept to run the report for all departments.

This report will show you what was available, the hours that were used in our example, and

the current balance now that those hours were deducted.

Check over the rest then close this report.

Do the same process running the Vacation and PTO Hours Reports.

The final step is to review our changes.

Our last run is the Accruals report.

Enter Other Reports Accruals.

Check the new balances for each employee listed.

Print or save this report and compare the first accrual report to the last one to verify the balances.