Using the Automatic Accrual Sheet

Scope

This procedure covers recording paid time off accruals and finding out what an employee’s accrual balances are using the “Automatic Accrual Sheet.xls” for 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 the paid time off that they take during the fiscal year.

Distribution

Employee*

Ownership

The Benefits Director [benefits@ithaca.edu?Subject=PROHRB13] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever an Employee takes paid time off or wants to view their accrual balances.

Prior Activity

Setting up the Automatic Accrual Sheet [PROHRB12]

Employee

1.    Open your copy of the Automatic Accrual Sheet from where you have it saved locally.

If you want to check your accrual balances, goto task #2. Otherwise, goto task #6

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

3.    Enter the date you want to check your balances on (in “mm/dd/yyyy” format) in the blue cell next to the “Balances as of (Enter Date):” cell.

4.    Hit the “Tab” key.

5.    Your balance as of that date will now be displayed below the blue cell.

Your balances will reflect all of the paid time off that you have recorded, in addition to any accruals you will have earned as of that date, subject to accrual maximums.

If you want to enter paid time taken off, goto task #6. Otherwise, End of Activity.

6.    To record paid time taken off, go to the “Record of Accruals” worksheet tab.

7.    Go to the line which reflects the day upon which you took paid time off.

You can scroll down the list, or you can use the pick list button in column A, “Pick a Month”, to display only one month of the year. Pick “(All)” to display all dates again.

Official College holiday dates are highlighted in blue.

Your anniversary date is highlighted in green.

Your monthly accrual dates are highlighted in yellow.

8.    Enter the number of hours of paid time off taken in the appropriate column(s) (Medical, Vacation or Personal Leave Taken).

You can enter notes to yourself about the time taken off in the “Notes” column.

If entering Medical Leave Taken, goto task #9. Otherwise, goto task #10.

9.    Select a Medical Leave Code.

10.  Once you leave the cell (by selecting another date, or hitting the “Tab” key), your accrual balances will be updated.

If you enter more hours taken than you have accrued, your negative balance will be displayed in red. Please consult with your supervisor or Benefits (607-274-3245) if you get a red balance displayed.

If you have more time off to record, goto task #7. Otherwise, goto task #11.

11.  After you have entered all of the time you have taken off, save the workbook and quit.

End of activity.

Using the Automatic Accrual Sheet: Flowchart Setting up the Automatic Accrual Sheet Start Employee Task #1 Decision Employee Task #2 Employee Task #3 Task #4 Task #5 Decision Decision Employee Task #6 Employee Task #7 Task #8 Decision

Using the Automatic Accrual Sheet: Flowchart Employee Task #9 Employee Task #10 Decision Employee Task #11 End

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