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Carryover Accruals

Allyson Ryan
  • Updated

Districts can configure Time & Attendance to Carryover Accrual balances at the end of the fiscal year. Carryover Accruals are unused accrued time that is brought forward into the next fiscal year. This is generally done for Absence Codes such as Vacation or Sick, when a bargaining unit agreement allows for an employee to carry a certain number of unused days of this type to be brought over and used in a future year. In some instances, unused Accruals for Absence Codes such as Personal Days, are allowed to be carried over, but are brought over into another Absence Code such as Sick. 

Applicable Roles:

  • Administrator
  • HR Administrator
  • HR Team
  • Business Office

Contents

Setup Absence Code for Carryovers for Existing Attendance Codes

Setup Absence Code for Carryovers for New Attendance Codes

Execute Manual Carryover Accruals

Districts can configure Carryover Accruals to either be brought into the new year either automatically or manually, according to the Attendance Group set up.  The steps for configuring Carryover Accruals using both methods are below.

Configure Absence Code for Carryovers for Existing Attendance Codes:

  1. Navigate to Time & Attendance / Setup / Attendance Groups:
  2. Click the magnifying glass for the Attendance Group for which you wish to set up Carryover Accruals:

  1. Click the Absence Code Contracts tab on the lower half of the screen and then click the Pencil icon for the Absence Code you wish to set up to carryover accruals:

  1. Scroll down to the "Date Specific Absence Code Contract Details" section and check the box for "Carry Over Balance" and select the Absence Code the accrued time should go to when brought into the new year:

  1. Enter a value for the Maximum Annual Carryover - this is the maximum number of days or hours (depending on how the code is accrued) that can be brought forward - and select the Absence Code that any additional accrued time over the Maximum Annual Carryover should be brought forward to, if applicable:

An example of this would be if an employee is allowed to carry 10 vacation days forward into the Vacation code, but if they have 15 days left at the end of the year, their contract may allow them to carry forward the additional 5 into their Sick code. 

  1. If there is a Maximum Balance that an employee can have of this code, be sure that amount is entered in this field. 

  2. Scroll to the bottom and click the Save & Close button.  

Setup Absence Code for Carryovers for New Attendance Codes:

Follow the instructions in the link below to add a new Absence Code, but use the steps above to add the Carryover Balance options to the new Attendance Code:

Absence Codes

Execute Manual Carryover Accruals:

  1. Navigate to Time & Attendance / Accruals from the left navigation menu:
  2. Click the "Carryover Accruals" button at the top of the screen:

Using Carryover Accruals will carryover the accruals from the previous fiscal year to the current fiscal year if the action is taken between July 1st and December 31st. Otherwise, it will carryover accruals from the current fiscal year to the next if executed between January 1st and June 30th.

  1. Filter under the Position Name, Attendance Group, Job Title, or Bargaining Unit column to search for the employees for whom you would like to execute the manual Carryover Accruals process.
  2. Check the box(es) next to their name(s) or click the black box with white check marks in the upper left corner to select all. 
  3. Press the Carryover button in the upper right corner of the window to execute:

 

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