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Creating and Editing Individual Employee Accruals

Esther Wells
  • Updated

In the Time & Attendance platform with SchoolFront, Accruals can be granted to an individual employee. For instance, this may be done when a new employee is hired for a position in which pro-rated Accruals are granted upon hire. This article explains the processes for granting new Accruals to an employee and for editing an employee's existing Accruals.

Applicable Roles:

  • Administrator

  • HR Admin

  • HR Teams

Contents:

Creating a New Individual Accrual

Editing an Existing Absence Accrual

Adjusting Accruals with End / Change Employee Position Feature

How Accruals are Calculated in SchoolFront Time & Attendance

 

Creating a New Individual Accrual

  1. Navigate to Time & Attendance > Accruals > from the left navigation menu:

2. Click the New Leave Accrual button at the top of the screen:

3. Enter (by typing) or Select (using calendar) the Grant Date - this will be the date the Accruals are available to the employee. Click the Continue button:

4. Select Staff to whom you are granting the Accruals from the drop-down menu. The Position & Attendance Group fields should populate automatically if the employee has been added to Time & Attendance properly:

5. Select the Absence Code from the drop-down menu - this is the type of Accrual that will be granted:

6. Enter the amount of time you are granting the employee - this may be in Days or Hours, depending on the Attendance Group's contract rules for the Absence Code chosen:318.png

7. Select Status of the Grant - this is usually left as "New":

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8. Select the Transaction Type - for this type of entry, the Transaction Type is usually Manual:

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9. Select the Grant Type - this can differ depending on the reason for the entry, but for new hires and other new Accrual entries, this is generally entered as an "Earned Accrual":

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10. Enter any additional comments if necessary and click the "Insert" button. 

NOTE: Accruals may take up to 30 minutes to generate.

 

Editing an Existing Absence Accrual

  1. Navigate to Time & Attendance / Accruals from the left navigation menu: 

 

2. Using the filters, select the Accrual you would like to edit by clicking the magnifying glass for that Accrual: 

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3. Click the Edit button on the lower half of the screen:

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4. Once all edits have been completed, click the Save button. 

 

Adjusting Accruals with End / Change Employee Position Feature

When an employee leaves or changes positions, their Accruals and Absence Requests must either be moved with the employee to the new position or deleted. Below is the step-by-step process for the Accrual settings when using the End / Change Employee Position feature.

  1. Go to Staff Positions from the left navigation menu
  2. Click the magnifying glass for the employee for whom you are changing or ending the position

  3. Click the End or Change Position button on the lower half of the screen

  4. Check the box for "End or Change position" in the pop-up window

  5. Enter the end date for the Accruals / Position and click the Refresh button:

  6. Check the boxes for the appropriate options under the Current Position heading as indicated below:
    • Adjust Leave Accrual Balances - A grid will populate below allowing you to manually adjust Accruals
    • Delete Accruals Past End Date - Delete Accruals after end date
    • Delete Attendance Past End Date - Delete Absence Requests past end date; this box should be checked for exiting employees, so they are accurately compensated for applicable remaining Accruals
    • Start A New Position - A new section will populate to the right for new position information; this box should be checked for employees who are changing positions:
      • Be sure to enter the Position Title, mark as Primary (if this is the case), Location, Start Date, Hours Per Day, Attendance Group, Work Calendar, Pay Period Group, and Time Card Approvals for the new position
  7. Once an Attendance group is selected and the Update Accruals button clicked, another grid will populate beneath this section, allowing you to adjust Accruals for the new position if necessary

  8. When complete, press the Save button

     

How Accruals are Calculated in SchoolFront Time & Attendance

The employee's Anniversary Date is the main factor that SchoolFront's Time & Attendance uses for the generation of Accruals. The system also uses Prior Years of Service (if provided) as a factor in Accrual generation.

These fields are both populated when the employee is added to the Time and Attendance module, either through the Active Employees grid or through the Positions grid. 



Example of Accrual Calculation:

Anniversary Date + Prior Years of Service = Total years used in accrual calculation
Anniversary Date: 7/1/2023
Current Date: 7/1/2024
Time Elapsed: 1 Year
Prior Years of Service: 3 Years
Years Of Service Used in Calculations: 4 Years  

 

 

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