Accrual Liability Report

Accrual Liability Report

The Accrual Liability Report determines the amount due to employees for Leave and Benefits if these amounts were due to all employees on June 30 at the current rate of pay.

If the report has been run before, there will be records in the grid and you will be able to filter the grid.

Select an Employee from the drop-down menu to filter the grid for only one Employee and Apply Selection. Select a Benefit from the drop-down menu to filter the grid for only one Benefit. If you wish to search the grid for only one Account Mask, type in the desired mask in the text box.

The Accrual Liability Report is located in Payroll | Reports | Quarterly/Annual | Accrual Liability Report.

Through Actions, the following options are available.

·  Generate Pay Detail

·  Generate Benefit Detail

·  Reporting

Table of Contents

Report Setup 3

Leave Plan Setup 3

Deductions/Benefits Maintenance 3

Generate Pay Detail 3

Verifying Pay Detail 3

Edit Pay Detail Records 5

Troubleshooting 6

Generate Benefit Detail 6

Edit Benefit Detail Records 6

Reporting 6

The Grid 7

Report Setup

The Accrual Liability Report must be setup prior to running the report in Payroll | Leave Plans | Leave Plan Maintenance and Payroll | Employees | Employee Deductions/Benefits Maintenance.

Leave Plan Setup

Go to Payroll | Leave Plans | Leave Plan Maintenance. The Leave Plan Maintenance screen displays. Select the Leave Plan for which you wish to accrue liability and double-click on it to edit. The Edit Leave Plan screen displays. Place a check-mark in the Include on Accrual Liability Report check-box and then enter the appropriate Liability Rate for the Type by typing in the text box. Accrual liability rate is usually 1.0000 for vacation and .25 for sick leave.

Select OK to save or Cancel to exit without saving. The Leave Plan screen re-displays. Continue setting up Leave Plans, as necessary.

Deductions/Benefits Maintenance

Go to Payroll | Deductions/Benefits | Deductions/Benefits Maintenance. The Deductions grid displays. Select the deduction for which you wish to accrue liability and double-click on it to edit. The Edit Deduction screen displays. Place a check-mark in the Accrual Liability Report check-box.

Select OK to save or Cancel to exit without saving. The Deductions grid re-displays. Continue setting up Deductions, as necessary.

Generate Pay Detail

From the Actions menu, select the Generate Pay Detail option. A confirmation message displays telling you that doing this action will delete any existing Pay Detail records already in the grid and asks if you wish to continue. Select Yes to delete existing Pay Detail records and create new records or No to exit without creating records. The Annual Accrual Liability grid will display.

Leave Plans to include = plans with ‘Include in Accrual Liability Report check-box checked; Liability Rate to use = Liability Rate entered in Leave Plan Maintenance; and Amount = Available * Liability Rate * Pay Rate.

Verify the records before generating the benefit detail.

Verifying Pay Detail

It is important to verify pay detail before generating benefit detail. All benefit detail calculations will calculate from the pay detail records in the grid.

Example #1 / Example #2
Employee has one (1) main position. / The Employee has five (5) main positions.
Position has a Rank of Primary or Blank. / Three of the positions will be considered in the report as two positions have a rank
of Other instead of Primary or Blank.
Position Status is Open. / The three positions being considered in the report all have a status of open.
The Employee has 8 hours/day listed in his Position amount calculation in his position.
If the Hours/Day in the position is zero, the Accrual Liability Report will assume an hour per day value of '1.' / The Employee has 8 hours/day for two positions and 1 hour/day for one position. This gives a total of 17 hours/day.
The Employee has one funding line in his position and the funding line is 100% of position total. / One position has 8 hours/day with one funding line of 100%.
One position has 8 hours/day with two funding lines of 90% and 10%.
One position has 1 hour/day with one funding line of 100%.
The position is set to accrue leave. / The positions are set to accrue leave.
The Employee has five (5) leave plans assigned to him but only two (2) of the leave
plans were setup on the Report so only two (2) leave plans pull into the report. / The Employee has five (5) leave plans assigned to him but only two (2) of the leave plans were setup on the Report so only two (2) leave plans pull into the report.
One of the plans has '0' days available so '0' will pull into the grid for this leave plan.
There are 36.5 days available for the other leave plan.
The following calculation applies per Leave Plan:
# of day’s available (x) 8 hrs. per day (=) Total Hours
36.5 (x) 17 hours per day (=) 620.5 hours.
620.5 hours (x) .25 (rate defined in Report Setup) (=) 155.125 leave units to distribute by funding line.
The following calculation applies per Leave Plan:
# of day’s available (x) 8 hrs. per day (=) Total Hours
Total hours (x) liability accrual rate from Report Defaults (x) hourly rate from
position (=) liability amount. / The leave factor rate breakdown will be:
47.06% for the two positions with 8 hours/day.
5.88% for the one position with 1 hour/day.
Within the leave factor rate, the funding line percentage is considered next for
the calculation:
One position has one funding line at 100%. Another position has two funding lines split at 90% and 10%. Both of these positions have 8 hours/day.
One position has one funding line at 100%. This position has 1 hour/day.
The percent of leave by funding line:
47.06% for the position with one funding line at 100%.
42.354% & 4.706% for the position with two funding lines (90% and 10% of 47.06%)
5.88 % for the position with one funding line (100%) with one (1) hour/day.
The amount of leave units available is then distributed across the funding lines by percent of leave by funding line.
73.0000 leave units for the position with one funding line. (47.06%)
65.7000 and 7.3000 leave units for the position with two funding lines (42.354% and 4.706%)
9.1250 leave units for the position that has one hour (5.88%

Edit Pay Detail Records

If, after reviewing the records in the grid, you need to make changes to a detail record, you can edit the record. For example, a position has 0 hours per day in the position. The position's hours change every pay period and you do not want the position to encumber for the entire year but you do need to calculate a leave amount for that funding line in the report.

Select the record you need to edit by double-clicking on that line. The Edit Accrual Liability screen becomes available. Edit the Account, Rate, Leave Units and/or Amount by typing in the desired information in the text boxes.

If you opt to edit the Amount field, the report will not auto calculate the Leave record. If you edit either the Rate or the Leave Units fields, the Amount field will auto calculate to reflect your changes.

Select OK to save the edited record or Cancel to exit without saving the record.

Keep in mind that you are editing records in the grid. So, if the Liability Rate for sick leave plans is 0.25, only enter 25% of the leave plan available amount for that funding line in the Leave Units field. For example, an Employee has 92 sick leave hours available and the liability leave factor for his leave plan is 0.25. The amount you would enter in the Leave Units field is 23 (92 leave units available (x) .025 liability factor (=) 23.

Troubleshooting

If a line is not in the grid and you think that it should have been included, verify that the following are true.

Leave Plan is assigned to Employee.
Leave Plan is active for Employee.
Position must be Primary or blank in Position Ranking in Employee position.
Position must be Open in Position Status in Employee position.
Percent in the funding line must be greater than zero.
Leave must be set to accrue for the position.
Benefit must be set to calculate for funding line in question.

If you make changes to a position, you must regenerate pay detail records in the Annual Accrual Liability Report to get the new information to reflect in the grid.

Generate Benefit Detail

Benefit Detail records are generated from the records in the grid. So, once the Pay Detail records are verified and are correct in the grid, you can generate the Benefit Detail records.

From the Actions menu, select the Generate Benefit Detail option. A confirmation message displays telling you that doing this action will delete any existing Benefit records already in the grid and asks if you wish to continue. Click Yes to delete existing Benefit records and create new records or No to exit without creating records. The Annual Accrual Liability grid will display.

Deductions/Benefits to include = deductions/benefits with ‘Include in Accrual Liability Report’ check-box checked.

Edit Benefit Detail Records

If, after reviewing the records in the grid, you need to make changes to a Benefit record, you can edit the record.

Select the Benefit record you need to edit by double-clicking on that line. The Edit Accrual Liability screen becomes available. Edit the Account, and/or Amount by typing in the desired information in the text boxes.

If you opt to edit the Amount field, the report will not auto calculate the Leave record.

Select OK to save the edit or Cancel to exit without saving the edited record.

Reporting

From the Actions menu, select the Run Reports option. The Accrual Liability Reports screen displays. Select the Report Options you want for the report by placing a check-mark in the appropriate check-box. Options are: Detail By Account, Detail By Employee, Grid Option, and Summary.

Select OK to run the report(s) or Cancel to exit without running the reports. The system displays the reports in the Report Viewer.

The Grid Report option is built dynamically based on Leave Types and Deduction Categories included on the report.

For example, if the report is generated with the following:

Leave Plans
Description / Type
SICK LEAVE – 75 HRS / Sick
SICK LEAVE – 80 HRS / Sick
SICK LEAVE – 96 HRS / Sick
VACATION – 12 MO ADJ 160 HRS / Vacation
VACATION – 2 MO CLASSIFIED / Vacation

And,

Deductions
Name / Category
PERSI / RETIREMENT
PERSI – UNUSED SICK LEAVE / RETIREMENT
UNEMPLOYMENT / MANDATORY
WORKERS COMP HIGH / WORKERS COMP
WORKERS COMP LOW / WORKERS COMP

The grid would have the following columns:

·  Sick, Vacation, Retirement, Mandatory, and Workers Comp

And, the amounts will be grouped accordingly.

You can send the grid information to an Excel worksheet by clicking the Excel button on the toolbar.

The Grid

Information in the grid can be used to review data quickly on an individual without running a report. The following is a summary of the columns in the grid.

Name / Name is from Payroll | Employee Maintenance.
SSN / SSN is from Payroll | Employee Maintenance.
Employee ID / Employee ID is from Payroll | Employee Maintenance.
Leave Plan / Leave Plan is assigned to the Employee in Employee Leave Plans.
Leave Type / Leave Type is from the Leave Type assigned to the leave plan.
Leave Units / Leave Units is from Payroll | Employees | Employee Leave Plans.
Position Funding Description / Position Funding Description is from the Employees Position in Payroll | Employees | Employee Positions and Pay.
Account / Account is from the Employee's position in Payroll | Employees | Employee Positions and Pay.
Pay Rate / Pay Rate is the Employee's pay rate from Payroll | Employees | Employee Positions and Pay.
Amount / Amount is the accrual liability calculation amount for Leave plans.
Type / Type indicates whether the record is a Pay Detail or a Benefit record as defined in Actions | Report Setup.
Benefit Description / Benefit Description describes the Benefit record and will indicate to which Benefit the record is associated.
Benefit Category / Benefit Category is from Payroll | Deductions/Benefits | Deductions/Benefits Maintenance as defined in Payroll | Deductions/Benefits | Deduction Categories.
Liability Rate / Liability Rate displays the liability rate for the Pay Detail records as setup in Payroll | Leave Plans | Leave Plan Maintenance.
Issue Pay Check / Issue Pay Check is from Payroll | Employees | Employee Maintenance.
Hire Date / Hire Date is from Payroll | Employees | Employee Maintenance.
ReHire Date / ReHire Date is from Payroll | Employees | Employee Maintenance.
Months Employed / Months Employed is the months an employee is employed from the Hire Date to the Term Date or the date the report is generated.
Term Date / Term Date is from Payroll | Employees | Employee Maintenance.
Birth Date / Birth Date is from Payroll | Employees | Employee Maintenance.
User Defined ID / User Defined ID is from Payroll | Employees | Employee Maintenance as defined in Security | Workflow | User Defined Fields.
Emp Rec ID / Emp Rec ID is the Record ID from Payroll | Employees | Employee Maintenance.
Active? / Active is from Payroll | Employees | Employee Leave Plans.
Beginning / Beginning is from Payroll | Employees | Employee Leave Plans.
Earned / Earned is from Payroll | Employees | Employee Leave Plans.
Used / Used is from Payroll | Employees | Employee Leave Plans.
Adjustment / Adjustment is from Payroll | Employees | Employee Leave Plans.
Available / Available is from Payroll | Employees | Employee Leave Plans.
Days/Hours / Days/Hours is the Time Units associated with the leave plan from Payroll | Leave Plans | Leave Plan Maintenance.
Pay Out / Payout is the amount paid to an employee in Payroll | Employees | Employee Leave Plans.
GASB Function / GASB Function is from Payroll | Employees | Employee Leave Plans and defined in Payroll | Configuration | Payroll GASB Functions.
Vested Date / Vested Date is from Payroll | Employees | Employee Leave Plans.
Vested Months / Vested Months is the number of months an employee has been vested and is calculated from the Vested Date in Payroll | Employees | Employee Leave Plans to the date the report is generated.
Position FTEs / Position FTEs is from Payroll | Employees | Employee Positions and Pay.
Description / Description is from Payroll | Employees | Employee Positions and Pay.
Position Days / Position Days is from Payroll | Employees | Employee Positions and Pay.
Hrs Days / Hrs Days is the number of Position Days divided by the number of Hours per day and is from Payroll | Employees | Employee Positions and Pay.
Classification / Classification is from Cert/Class in Payroll | Employees | Employee Positions and Pay.
Leave Accrual Factor / Leave Accrual Factor is from the Leave Factor in Payroll | Employees | Employee Positions and Pay.
Schedule / Schedule is from the Salary Schedule assigned to the employee in Payroll | Employees | Employee Positions and Pay.
Col Head / Col Head is from the Salary Schedule assigned to the employee in Payroll | Employees | Employee Positions and Pay.
Row Head / Row Head is from the Salary Schedule assigned to the employee in Payroll | Employees | Employee Positions and Pay.
Position Amount / Position Amount is from Payroll | Employees | Employee Positions and Pay.
DAC / DAC is from Payroll | Employees | Employee Positions and Pay.

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