Setting up the Automatic Accrual Sheet

Scope

This procedure covers setting up the “Automatic Accrual Sheet.xls” for recording individual paid time off accruals used by most employees who receive paid time off.

Policy

Accrual rate determination is documented in the “All College Policy Manual” in section 3.9.10.

The holiday schedule can be found in the Benefits section of the HR website.

Responsibility

The Employee is responsible for

Entering their Anniversary Date

Entering their initial accrual rates

Entering their initial accrual balances

Distribution

Employee^*

Ownership

The Benefit Director [benefits@ithaca.edu?Subject=PROHRB12] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever a new fiscal year starts, or when an employee first downloads the Automatic Accrual Sheet from the HR website

Employee

1. Download the Automatic Accrual Sheet and save it to a location on your computer where you wish to store it. You may rename the sheet in any way you wish to.

The Automatic Accrual Sheet is located at:

http://www.ithaca.edu/hr/xls/Automatic_Accrual_Sheet.xls

2. Open the Automatic Accrual Sheet.

3. Go to the “Personal Information” worksheet tab.

4. Fill in your information in the cells shaded green.

Enter your benefits anniversary date in the “mm/dd/yyyy” format

Enter your monthly Medical Leave Accrual Rate, in hours

Enter your Medical Leave Balance from the previous year

Enter your monthly Vacation Accrual Rate, in hours, at the beginning of the year (as of June 1)

Enter your Vacation Accrual Rate at the end of the year (as of next May 31)

These values will be different in years during which your accrual rate increases, and needs to be entered so that the proper automatic accruals will occur and the correct maximum accrual levels are enforced.

Enter your Vacation Leave Balance from the previous year

Enter your Annual Personal Leave allowance, in hours

Enter your Personal Leave Balance from the previous year

If you accrue less than 12 months of the year, goto task #5. Otherwise, goto task #9.

5. Go to the “Record of Accruals” worksheet tab.

6. For each month in which you are NOT scheduled to accrue, pick the month from the “Pick a Month” list.

Your accrual date will be highlighted.

7. On your accrual date, enter the number of hours that you accrue on the months that you do accrue time.

Enter this time in the “Medical Leave Taken” and “Vacation Leave Taken” columns, but NOT in the “Personal Leave Taken” column.

8. In the “Notes” column, enter a note indicating that the time recorded as taken is an adjustment because you are not accruing that month.

9. Save the changes that you have made

End of activity.

Setting up the Automatic Accrual Sheet: Flowchart