Sage HRMS

Post Absence Transaction to Previous Year

Time Off captures your employee absence transactions and accruals that occurs within the current year through the last day of the year and post any absence transactions with a date stamp of the current year.

If you are using Sage HRMS Payroll Module with Time Off when you run your last payroll of the year, Time Off will prompt to close the attendance plan. If your accrual allows carryover balance during the closing process, Time Off will bring your carryover balance to the new Accrual Plan Year.

After you close an attendance plan if you forgot to post an absence transaction or maybe you posted an incorrect transaction during the previous year and did not realize until after you next payroll for the new year. Time Off allows you to post absence transaction to the previous year.

For example after closing the accrual year, you discover you forgot to enter eight hours of PTO for an employee, no problem. Even after the accrual plan is closed you can still post the eight hours to your previous year absence transaction. This action will reduce the current year carryover balance by the total hours taken.

Posting an Absence to a previous Year:

1. From the Menu, select Actions > Attendance > Post Absence to Previous Year. The Employee Find dialog box opens.
2. Find the employee for whom you want to post an absence and click OK. There is no Steps page for this Action, rather, you proceed directly to the Post Absence Transaction to Previous Year page.
3. On the Plan tab, from the drop-down list select the Plan To Update. The list contains all the attendance plans in which the employee participates.
4. On the Transaction tab and enter the date of the absence transaction.
5. Select a Reason from the drop-down list. This list originates from the Absence Reason code table.
6. Enter the number of Hours (or Days) for the absence transaction.
7. Enter any comments you might have concerning this transaction.

Click OK. The system reminds you it subtracts the hours from the current year's carryover hours and prompts you to confirm you want to post the absence to the previous year. If you indicate the system should post the transaction to the previous year, the system subtracts the hours you entered from the current year's carryover and calculates a new balance for hours available in the current year.

Notes:

• In some cases, carryover might not change. For example, if at year's end an employee exceeds the maximum yearly carryover by the amount of the absence transaction, carryover remains the same.
• Abra Attendance determines carryover by the following calculation: hours available at year-end minus the absence transaction equals the carryover (up to the maximum yearly carryover)