Once Time Banks are assigned to employees, very little maintenance is required i.e., earned time is accrued via the updating process and balances are reduced automatically when employees are given time against a code that is associated with the bank.
However, there are times when banks may require manual intervention, for example, adding a bank to a new hire or an employee is grandfathered in and their bank entitlement does not fit any of the defined rules.
When these types of instances occur the Time Banks and their totals can be manually edited.
Manual changes for an employee's Time Bank can be done directly to their Time Bank.
You may also use the Refresh button to return fields to their values before editing, however, if you have Saved system cannot restore.
Make sure to click Save after making any edits.
▪Select the Personnel menu.
▪Select Time Banks.
The employee's Time Banks screen will appear:
In the image above, we see the employee's Sick Ft Time Bank General tab which displays the various fields of the Time Bank.
Amount of time an employee has taken against this bank.
The balance of Carry Over and Earned minus Taken.
The Advance field is only used when the optional feature Next Year Max % is defined. Also, this feature must use the Duplicate Earnings for Next Year option as part of the Time Bank setup.
How it works
▪An Employee earned 120:00 hours for 2019.
▪The Employee also earned 120:00 hours for 2020 (NY).
▪The Employee takes all of 2019's 120:00 hours before the year 2019 is over.
▪The Employee wants to take time off and use some of their 2020 hours.
▪The Employee is allowed to take up to X % of the hours earned for next year (2020) with dates that will be entered as 2019.
When a max percent is set, an employee can borrow from their next year earned time – THIS YEAR – up to the defined Next Year Max percentage, i.e., 50%.
When an employee takes time from Next Year’s bank, the time they take will populate the ADVANCE field.
Updated automatically with worked hours and used only when the update process is based on must work so much time to earn so much time. These hours will contribute towards the next update.
Last Year Residual
The number of hours from last year's residual.
The maximum amount of time an employee can earn to this bank.
The total amount of time an employee can take from this bank during the year.
The most amount (limit) of hours that this bank can have as a balance.
Maximum Negative Balance
When Negative Allowed is ticked, the most amount (limit) of hours that the employee is allowed to have has a negative balance.
When ticked this bank will allow the bank balance to go into the negative if the employee is given more time than the bank balance has left.
Hours per day / FTE
Used with Time Bank accruals and/or Statutory Holiday benefit time to determine how many hours constitutes a day when time is awarded in days.
Dollars per day / FTE
Used with Time Bank accruals and/or Statutory Holiday benefit time to determine the dollar value for a day when time is awarded in days.
Automatic date that is populated the last time the Time Bank was modified.
Update on Date
Used with one particular update method “Yearly Employee Bank Update On.” When this update option is used the bank only updates each year on or after this date.
Bank Last Updated
The date that the bank was last updated.
Bank Last Rollover
The date that the bank was last rollover over.
NY = Next Year
The NY options are used only if the update process you use is one of the three projection options for next year. If populated, an employee can book time for NEXT YEAR, i.e., it is 2019 and they book for 2020, and the time requested for 2020 will reduce the NY bank balance as opposed to the current years bank balance.
The number of hours the employee would earn for next year.
Hours taken against next year's balance.
The columns of the Time Bank Details tab are automatically populated for the date range selected when:
▪The Time Banks are created and when values are manually entered.
▪Attendance Codes associated with the Time Banks are used.
▪Processes that update the Time Banks are run.
The Time Bank Attendance tab displays the details of any Attendance Codes that are attached to the Time Bank for the date range selected.
Liability amount equals (current balance + start date onwards time booked off – start date onwards time accrued) x current rate.
New Time Banks may be added to an existing employee using the Personnel module.
You may also use the Refresh button to return fields to their values before editing, however, if you have saved system cannot restore.
Make sure to click Save when done.
▪Select the Personnel menu.
▪Select Time Banks.
To add a new Time Bank to an employee, click on the Plus icon.
Double click in the new line entry to activate the drop-down menu and select the bank from the drop-down that you wish to add to the employee.
Enter Earned time (if applicable).
Repeat the ADD process until all the banks this employee is entitled to have been added to their Time Bank screen.