Accrual Information window

Paying your employees > Creating payroll categories > Accrual Information window

•	User-Entered Amount per Pay Period should be selected if you want to manually enter a specific amount for each employee, each pay period. Choose this option if the amount varies regularly.

•	Equals x Percent of allows you to set the accrual as a percentage of the number of hours of any wage category. It can only be used with employees who have an Hourly Base Pay (entered in the Payroll Details tab view of their card).

To calculate the appropriate percentage, use the following formula: [Hours accrued per year/Hours worked per year] x 100. For example, if your employees work 40 hours a week (8 hours x 5 days) and accrue 20 days vacation leave each year (160 hours), the percentage is calculated as: [160 / (40 × 52)] x 100 = 7.6923%

Type the percentage in the first field and then select the wage category from the selection list, which shows all your hourly wage categories, in addition to Gross Hours or Federal Hours, which totals all wage categories (hourly and salary) you pay an employee.

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Equals x Hours per allows you to specify a fixed number of hours to be accrued each Pay Period, Month or Year, regardless of the hours worked by the employee. If you have set your employees to be paid on a salary basis rather than on an hourly basis, this is the only option that will automatically accrue hours.

Using this method, a vacation leave accrual may be for 20 days per year, being 160 hours per year based on a 40-hour week. If the employee is paid every two weeks, there are 26 pay periods per year. The amount you enter here would be 160 ÷ 26 = 6.154 hours per pay period. If you pay more than a recurring pay in one paycheck, you will need to manually adjust this figure.

For example, for 4 weeks pay on one paycheck, you would double it to 12.308 hours.

If you want the accrued amount to appear on the paycheck stub, select the Print on Paycheck Stub option.

If you want to carry over any accrued leave balance from the previous year, select the Carry Remaining Leave Over to Next Year option.

Each accrual category must have a Linked Wages Category. For example, the Vacation Leave Accrual could be linked to the Vacation Pay wage category and the Sick Leave Accrual could be linked to the Sick Pay wage category. If you create a new accrual, you must link it to a wage category.

When employees use their accruals, for example, by taking a vacation, you allocate the hours taken against the linked wage category (in this example, the vacation pay wage category). The employee’s accrued leave balance is reduced by the hours taken.

Note that you can link multiple wage categories to an accrual. This enables you to provide and track different types of the same accrual. For example, you can link a Sick Pay With Certificate wage category and Sick Pay Without Certificate wage category to sick leave accrual. When an employee takes either type of leave, your sick leave accrual is reduced by the hours taken.