Dealing with Employees with Existing Accrual Balances

The Payroll Information Screen

The Payroll Information Screen

A common issue that the new user to Time Clock MTS has is dealing with bringing employees into Time Clock MTS that have existing sick and vacation accrual balances. Prior to the release of Time Clock MTS Version 3 the only real solution was to set the hire date of the employee to the day they were entered into Time Clock MTS. Then their accrual starting balance (either the employment type starting balance or the employee starting balance) could be set to their actual balance. This worked fine but not having the hire date set correctly could affect on going accrual calculations or lead to confusion when manually setting those employees to different accrual schemes as their years of service increased.

This has all changed, though, as of version 3 of Time Clock MTS. A couple of innocuous little settings (seen in the screenshot above) allow you to set an accrual start date for employees with existing accrual balances. When the Accrual Start Date checkbox is checked and a date set that date is used as a starting date for that employees accruals and the employees starting balance used as a starting balance. This ensures that the accrual calculations are accurate and that no confusion arises because of an incorrect employee hire date.

So, here’s how to setup an existing accrual balance for an employee being entered into the Time Clock MTS software for the first time.

  • Setup the Vacation Accrual Scheme and Sick Time Accrual Scheme and assign them to the employee as required.
  • Transfer the sick time and vacation accrual balances from your existing attendance system into the Starting Balances text boxes on the Time Clock MTS Employee Payroll Information screen.
  • Check the Accrual Start Date checkbox on the Employee Payroll Information screen and select the accrual start date.

That’s all there is to it. The Accrual Start date will now be used as the start date for all accruals for that employee all accruals from that point forward will use the starting balance as the starting point for all calculations.

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