A Time bank rollover is done for the Ontario Employment Standard’s Act Bank to update the yearly entitlement (time in weeks/days) and vacation rate for the current year. Once the previous vacation year is complete, the total Vacation Pay earned (in dollars) has been fully accumulated allowing the correct calculation of the daily / weekly vacation rates for the new vacation year.
The OESA bank is designed to update annually. This bank is not designed to carry over time or dollars from the previous year. The rollover will reset the current year fields. Any carry over exceptions will need to be manually adjusted following to update / rollover process.
OESA Bank Functionality Description
1.The OESA bank is designed to provide employees with Vacation entitlement (time) each year in a combination of days / weeks at a unique vacation rate determined by the total number of dollars earned as vacation pay the previous year. This bank can track both entitlement and (vacation pay) dollars with two separate methods of accrual (rules):
a.a bi-weekly update of vacation pay (dollars) which accumulate the previous year to use the following year. This is setup to “earn this year, take next,” bi-weekly update.
b.A yearly update of entitlement (time) in weeks / days depending on the bank configuration, at which time the new vacation rate is calculated.
2.Since the vacation rate will not be known until the end of the vacation year only unpaid time can be approved in advance for the next vacation year.
3.To request and approve vacations in advance, a “deferred debit” attendance code will be used so the time will not be removed from the bank until the Deferred Debit process is run following the annual rollover when the correct rate has been established.
4.To use the Next Year Attendance Code with Deferred Debit, the Next Year time and dollars need to be populated even though the approved time does not come off the bank until the Deferred Debit process is run. The system needs to see the time / dollars available before the employee will be allowed to make the request.
5.The yearly entitlement (time) allotment should be configured to update two vacation years. To accommodate this, the Next Year fields must be enabled.
6.For banks that use a Date for the Seniority Units, we can calculate next year separately to accurately populate Next Year’s Weeks value.
7.For banks with Hours as Seniority Units, we can only estimate Next Year weeks. In this case, we are safe to use the Seniority Units option Duplicate NY. Once we roll over the bank the following year, if the employee does move up a level, the system will correctly provide that extra week at that point.
8.The Next Year dollars amount will be updated throughout the year on a bi-weekly basis as a percentage of earnings, so no values need to appear at this point. Once the client gets closer to the vacation year (July 1 in this case), and needs to request vacation for that year, there should be enough dollars in this bank to allow them to do so.
9.The employee will use the next year, deferred debit Attendance code until the rollover at which time they will use the regular paid code for the remainder of the current vacation year. The NY code will remain as is, with no adjustments needed following rollover. It will simply indicate that the requests were make within the previous year.
10.If employees are not restricted to take vacation in weeks, but are allowed to take days, the employee must select a day at a time on the TOR menu, even if they want a week(s) off. In this case the manager should make the employee unavailable for the unscheduled days during that week so the employee will not be called to fill shifts.
OESA Bank Configuration Notes:
11.Create a new Attendance Code for OESA vacation. This code can be the same as a regular vacation Attendance Code (paid / regular rate) except that the column Vacation Code should be ticked.
12.Ensure Next Year Vacation Attendance code has the deferred debit column ticked.
13.Attach the new Attendance code to the bank.
14.Ensure Next Year functionality is set up at the bank level in the Attendance code section.
15.New Date functionality under development to accommodate update Frequency when for the yearly rollover Will need to update documentation once complete.
16.BUG: (Will need to remove this note once bug fixed) Ensure Weeks is not used with Absenteeism Wizard as It does not work properly. Use Time Off Request option with approvals instead.
17.Ensure Hours per Day is set up for Next Year and Current Year i.e., at the bank level or FTE in Personnel / Shift and Schedule.
Preparing for OESA Rollover / Update:
18.Run all the OESA bank reports for this year and next year fields. Run detail and summary versions.
19.Ensure Next Year setting for yearly rollover is correct i.e., activate correct Next Year option for the yearly entitlement (either Calculation Next Year Separately or Duplicate Earnings Next Year). Frequency setting is under construction, update documentation when complete
20.Confirm the Keep as Weeks (or Days) configuration with the client so the update will do a correct division of Weeks and Days, with the corresponding weekly and daily rates.
21.Confirm the Days per Week setting (found in the yearly entitlement rule) to ensure no changes are needed. Since the accrual rule adds weeks, if the employee is allowed to break some weeks into days, this will tell the system how many days make up their weeks (see OESA Time Bank for more info)
This is our sample employee's Time Bank before doing the rollover.
The Process Date should be the first day of the new vacation year. This date may be a pay period start date vs. a monthly start date e.g., the vacation year starts in July but the last pay period in June runs to July 3rd. In this case, the new vacation year starts on July 4th. This date would be your process date. See notes for setting adjustments before and after rollover.
Select the Process setting shown in yellow below:
NOTE: DO NOT use the Update Vacation Pay option unless you are following the old OESA process of tracking vacation pay.
▪Notice the Next Year days are populated too using one of the following settings Calculate NY Separately or Duplicate NY.
▪IMPORTANT: After rollover set Next Year rule back to allow bi-weekly vacation pay updates to Earn this Year, Take Next. This is for the Vacation Pay updates based on percentage of earnings (4%, 6%, 8% etc.)
Old Process - Run the Gross Wage and Vacation Pay calculations for OESA
WARNING: This is an outdated process which is no longer used by the majority of SSC clients
▪Select the OESA bank you want to update.
▪The Process Type will populate as Update OESA Time Bank.
▪Select your Processing. Please note that the Process Type is ignored when Recalculate OESA Values is selected.
▪Select the Posting Date (one year from the last update date). Please note that this process can take anywhere from 5 – 30 minutes depending on the number of staff assigned to the bank.
Update Earned from VAC Pay (OESA)
Imports the Vacation Pay value from the employee Personnel / Payroll menu (pictured above to the Pay Earned field of the employee bank. Please note that this option DOES NOT clear any previous value in the Pay Earned field but will ADD to this value. Following this process, you must run the yearly OESA bank update to populate the number of days and weeks earned before the system can calculate the Week Rate and Day Rate fields of the bank.
A better way to update the OESA bank is to skip this step, verify that the Vacation Pay field is populated in the Personnel / Payroll menu ahead of time and then run the yearly update of the OESA bank which will also populate the Vacation Pay field of the employee bank during the update process and therefore also calculate the Day Rate and Week Rate as a one step process.