StaffScheduleCare provides the ability to bank time for use at a later date e.g., vacation time, stat lieu time etc. Time Banks allow you to set up rules so that employees automatically receive an allotted amount of time. For example, sick time and vacation time can be automatically assigned with a limit as well as Attendance Codes allowing you to earn and deduct from this allotted time.

 

How the Time Bank is update is dependent on 1) the type of bank that needs updating and 2) your company’s policies.  For example, some banks, like Vacation, might be earned in one lump sum at the beginning of the year, while a Sick bank's time might be earned each pay period.

 

Please note that the TIME BANK REPORT should be run BEFORE and AFTER ALL Time Bank UPDATES and ROLLOVERS.

Updating the Time Banks

 

▪Select the Payroll menu.

▪Select the Time Bank Update menu.

 

 

The Time Bank Update default template screen will appear.

 

 

Make sure the correct template is displayed.

 

 

If this is not the template to be used, click on the file folder in the top tool bar and select from the pop-up window.

 

 

To add additional banks to the update screen, click on the Add Additional Bank Update to open an additional bank template.

Complete the template for the new bank.

 

 

 

 

Please see Payroll & Payroll Processes for further information on the toolbar functions.

 

 

To begin, select one of the previously defined Time Bank settings from the drop-down menu in the middle section.

 

 

In this example we have selected Vacation.

 

 

 

▪Select the Process Date. This is generally set to the current date.

 

▪Choose the Process Type. These options depend on bank type, or reason for update. If you use Next Year banks, you will want to select Add to Next Year. The Process Type for this bank is Update Regular Time Bank.

 

▪Processing is Add to Current Year.

 

▪Select a Posting Date - this is the date to which the earned time will process to the employees Time Bank.

 

 

▪Under Options, tick Process AC to Approved day(s). This will allow you to perform a Time Bank Update for a period that includes approved days in the Time Card.

 

▪Filter to a group of employees, if needed, using the Filter icon .

▪Use the Preview option of the Time Bank Update function before processing. This is your final check to make sure everything is correct.

▪Click the Process iconto update this bank.

 

▪The system will run the process and produce an on-screen report of the results.

 

Posting Code

This option is used when you are going to pay out hours that are in the Carry Over field. This option works if your Time Bank is configured to post carry over to code.

 

 

Reset Residual

Time Banks can be defined to accrue time based on an Hours Worked threshold, e.g., for every 150:00 hours of worked time you earn 7.50 hours of Sick pay. The Time Bank maintains hours in excess of the defined threshold as residual, which are the worked hours left over after you reach the 150-hour mark and which in turn contribute towards the next 150 hours. The Reset Residual option is used at Year End and only used if you do not allow the carryover of residual hours.

 

Process Types

 

 

Update Regular Time Bank

Adds hours to the bank based on the Time Bank configuration.

 

Update OESA Time Bank 

Used for OESA entitlement. These options will update the Gross Wages and Vacation Pay fields of the Personnel menu (below). These updates are typically run yearly. In order to calculate the Vacation Pay, you must first calculate the Gross Wages. The Vacation Pay calculation can then be run and will equal 4% of the Gross Wage calculation. The hours included in the Gross Wage calculation are defined on the Company Profile during configuration.

 

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.

 

Correct CY Time Bank Taken

 

 

 

 

 

 

 

Processing

 

 

Reset Current Year Hours

Hours Earned and Taken will be reset to 0:00.

 

Reset Current Year Dollars

Dollars Earned and Taken will be reset to 0:00.

 

Move Next Year to Current Year

Next Year Earned and Taken will be moved to Current Year Earned and Taken.

 

Reset Next Year Hours

Hours Earned and Taken will be reset to 0:00.

Reset Next Year Dollars

Dollars Earned and Taken will be reset to 0:00.

 

Reset Residual

This will reset the Residual field.

Only used if the bank uses the Time Ratio feature and the Residual balance should be reset to 0:00. (Client to Confirm).

Reset Current Year Earning

This will reset the dollars for the Current Year Earned and Taken Dollars.

Only will be ticked if client tracks dollars in bank.

Add to Current Year

This will add time to the Current Year Earned field.

Will usually be ticked if bank does not use Next Year and earns lump sum annually.

 

If client updates biweekly or monthly and wishes to do their accrual at the time of the rollover, it is recommended to perform that process first, separate from the rollovers.

Add to Next Year

This will add time to the Next Year Earned field.

Will usually be ticked if bank is set to Calculate Next Year Separately or Duplicate Earnings for Next Year (i.e., bank earns lump sum for Next Year).

 

Move Balance to Carry Over and Reset 

Moves the current balance to Carry Over and resets the bank balance to 0:00. This option is often used to payout the current year's remaining balance before updating the banks with the next year values. In this case you would use three Update Method options as follows:

 

1.Move Balances to Carry Over and Reset.

2.Post Carry over to Code (Attendance Code).

3.Perform the Annual Roll Over.

 

Annual Roll Over 

Used at end of year to reset the bank’s balances to 0:00 and carry forward any Next Year totals (if used). This option moves the bank balance to Carry Over and sets Earned and Taken to 0. If Next Year balances are tracked, it moves Next Year to the current year by adding it to Earned. This option also performs an Update and adds it to Earned or to NY Earned (if Next Year balances are tracked). If you DO NOT WANT the update to be calculated, you must disable the Vacation Rule or any other configuration method that is used to update the bank, before using this option.