Vacation accrual

We have our vacation accrual pay ID set up for the employees to track the hours earned and taken. But for the end of the year, this week time and next Monday is going to be paid in January. We want to be able to rollover up to 40 hours into the following year but every year we have to make adjustment by entering the vacation hours before we close the year so the hours are updated correctly so only 40 hours are rollover. For example, if the employee has 50 hours of vacation left in 2018. If we close the year, then only 40 hours are rollover to 2019. But then if he took this week and next Monday off, the 40 hrs time entered will reduce next year’s vacational accrual. But if we adjust it before closing the year, then 40 hours will reduced this year’s vacation accrual to 10 hours from the 50 hours that he has left and he will be able to rollover the 10 hours. So we can either adjust it before we close the year or after we close the year but we would like to know how everyone else is doing it. It is weird with this week time and next Monday that will be paid out in the new year. Any suggestions? Thank you! 

  • 0

    Enter a manual zero check with just the vacation Taken Accrual on Dec 31, that will correctly record the vacation taken and then you can roll over the correct amounts.

  • 0 in reply to Russell Clark
    • Thanks for your response Russell. We have been doing a zero manual check to record the vacations taken to adjust the rollover amount to the correct amount. Since the year ends Monday dec 31, that means we need to adjust the time up to dec 31. Just seems like a lot of work to make these adjustments every year before we close the year so was wondering if that is the only way.  

    Actually we didn’t set up the vacation taken as a accrual account. We set it up as regular pay type so we pay employees vacation taken with that pay ID instead of paying them with a Pay ID and adjusting it with another ID. But we just uncheck processing with a check so there is zero amount. It is just like how a sick time taken is set up in the system. That should be fine right? My formula calculates the vacation accrued minus the vacation taken to be rollover to next year.