Enabling the "Comp Time" Setting
Employees will not begin
to accrue available hours until you have enabled comp time from the “Accruals”
section of the main Employee screen. Once you have enabled comp time the
system allows you to enter absences which deduct from the employee’s available
hours using the comp time absence codes that you have previously created.
Click
on the main “Employee” navigation tab. Select
the desired employee from the Employee
drop-down menu. Click
on the Accruals link located directly
below the main program navigation tabs. From
the Comp Time Balance section
of the screen, click on the [ENTER COMP TIME] icon. The “Enter Comp Time
Information” screen opens.
Note: This icon does not appear if comp time has already
been enabled for this employee. To edit an employee's existing comp time
settings, click on the date under the Next
Rollover / Expiration Date header. Enter
the maximum number of comp time hours that your employees are allowed
to earn into the Comp Time Cap
field. Any hours earned that exceed the number of hours specified here
are paid out as overtime. As comp time hours are used, employees are again
allowed to earn hours up to the cap amount. Enter “0” in this field if
you do not wish to use a comp time cap. The
Gifted Comp Time Hours field allows
you to award the employee with available comp time hours that have not
been calculated by the system. Enter
"0" in this field if you do not wish to award the employee with
an un-earned total of available comp time hours. The
Banked Amount is
the amount of comp time hours that have been rolled over from a previous
year. If
you would like to manually specify a banked amount, enter the desired
number of hours.
Note: If the comp
time policy is set to expire, the banked amount will never be used. The
Current Process Date is used with
both Comp Time Rollover and
Comp Time Expiration. This field is updated to your computer’s current
system date each time you process hours totals from either the Time Card
or Pay Processing sections of the program.
Comp
Time Rollover uses this field as a calendar. Rollover hours will not be
banked until the date in this field has passed the specified rollover
date.
Example: The Current Process Date is “07/25/2004” (or, the
last time that totals were calculated from the Time Card or Pay Processing
sections of the program). The Comp Time Rollover date is set to “08/01/2004.”
On the 5th of August, comp time hours have not been banked. This is due
to the fact that the date in the Current Process Date field has not yet
passed the specified rollover date. Processing hours totals in either
Time Cards or Pay Processing will update the Current Process Date field,
thus applying the rollover settings. Comp
Time Expiration uses this field as both a calendar and the date on which
paid out comp time hours are awarded to the employee’s time card.
Example: The Current Process Date is set to "07/25/2004"
(or, the last time that totals were
calculated from the Time Card or Pay Processing sections of the program).
The Expiration Date is set to “08/01.” Payroll is processed on the 5th
of August, which updates the Current Process Date to “08/05/2004.” Due
to the fact that the Current Process Date has passed the specified Expiration
Date, expired comp time hours are added to the employee's time card as
overtime (using the overtime rate specified in the "Comp"
Overtime Policy). The
hours total is awarded on the 5th of August, as defined by the Current
Process Date. This date can be manually edited, allowing you to specify
the date on which paid out comp time hours are awarded to the employee’s
time card.
The
Comp Time Rollover field
allows you to specify the date on which comp time hours will rollover
from one period to another. The
Allow Expire option allows you
to specify that employees are not allowed
to carry their unused comp time hours over to a new month or year. On
the specified expiration date, unused hours are paid out directly to the
employee’s time card. When using this option, the following settings must
be specified:
The
Expiration Date is the date on
which unused comp time hours will expire. Enter a month and day for annual
expiration (such as “01/01,” or the first of January), or enter only a
day of the month for monthly expiration (such as “01,” or the first day
of every month). If
you would like to specify an absence code for paid out comp time hours
on the employee’s time card, select the desired code from the Expiration
Absence drop-down menu.
Note that the above settings only appear
when the "Allow Expire" option is selected.
Click
on the [SAVE] icon to apply the changes you have made.
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