Time Bank Rollover |
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Time Bank Rollover |
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Time Bank Rollover |
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Time Bank Rollover |
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Time bank rollovers are done to move the current earned, taken and next year (if configured) for the coming year.
Depending on the client's setup this can be done either annually or semiannually.
Preparation Steps Before Time Bank Rollover
The steps below are to be done BEFORE starting the actual rollover.
Make the managers/supervisors are aware that during the rollover process they DO NOT approve any Time Off Requests. Requests can still be submitted, but not approved.
Run Time Bank reports and save them. . ▪From the Reports menu run the Time Bank Report, being sure to include ALL the employees on the report.
▪Tick the Show Details option and set date range to previous year. ▪The Show Details option will include all the individual days employees have taken for the time period selected. ▪Set the Bank to either Standard or OESA. Run the report for each option if your facility is using both.
Select the Bank ▪To specify which bank you would like to run the report for you can use the filter option (applicable if not all banks are being updated).
▪Be sure to include the Next Year Earned & Taken as columns if NY is being used, as well as the Residual column if Bank has a “Time Ratio” rule. ▪We suggest you include the following columns:
▪Run the report again, but this time the time frame should be set to the New Year’s dates to record the attendance entries that have been made for the New Year. ▪ For example: Jan 1, 2021 – December 31, 2021. Note: We are running this report to capture next year bookings. It is crucial to run this report so that, if necessary, it can be used it to modify bank values after the rollover is complete. ▪Save the report.
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Time Bank Rollover Process
To perform the annual rollover: ▪Click on the Payroll menu. ▪Click on the Time Bank Update menu.
Choose the bank to be updated and the Processing settings required from the Processing Options list.
Note: For clarity, it is recommended to perform each Time Bank's rollover separately.
Processing Methods include (tick all that apply): Move Current Year to Carry Over This will move values from the Current Year balance to the Carry Over field. You must have Allow Carry Over ticked ON in the Time Bank setup for this to occur. If the Carry Over is to be posted to a code, you must have the code in the Time Bank setup before taking any action for the rollover.
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).
Additional Process Types Post Carry Over to Code
This can be run as a separate function if you only wish to post the Carry Over to a code (without performing any other rollover functions).
This will post the carry over to the code as defined in your Time Bank Setup, to the date selected in your Process Date:
Correct Current Year Time Bank Taken
This will recalculate the Taken time for the current year and will add that value to both the Taken and Carry Over fields.
▪This looks at the employee’s future Attendance Codes that are attached to the Time Bank. The current year is dependent on the year start date of the Time Bank. ▪It does not do anything with Next Year fields or with earning codes. ▪It will add to the Carry Over field, even if Carry Over is not allowed.
This can be run instead of the previous manual process as defined in the item below. Note: This can only be run if the rollover is being done AFTER the client’s “New Year” has started (ensure their Absolute Date reflects this) E.g., My Absolute Date (Year Start) is January 1st:
If I am running the rollover BEFORE January 1st, I cannot use the “Correct CY Taken” option, otherwise the time will not be recalculated correctly – the system does not know it is the “next year” yet. If I am running the rollover AFTER January 1st, the “Correct CY Taken” option works as expected.
The process only functions as expected under the following condition.
This process does not function as expected if the employee has any Earned time, or the Time Bank does not allow for Carry Over. If there is any Earned Time, or the Time Bank does not allow Carry Over, the normal manual post rollover process still needs to be followed.
The following are the four scenarios identified as the Post Rollover Adjustment processes. 1.Employee has Taken Time. Time Bank Allows Carry Over. 2.Employee has Earned Time. Time Bank Allows Carry Over. 3.Employee has Taken Time. Time Bank does not have Carry Over. 4.Employee has Earned Time. Time Bank does not have Carry Over.
The Correct CY Time Bank Taken process only does #1.
Manual Process for Correcting Current Year Taken for Current Year Banks Once the rollovers have been completed, review the second Time Bank report (New Year Detail report). If there are any entries for the new year, they will need to be added to the Time Bank to maintain accuracy. ▪If the employee’s next year booking should deduct from the current bank, you will need to add the next year booking values to both the Carry Over and the Taken fields to ensure an accurate balance. Example: I booked time off in 2020 for February 20, 2021. This time shows in my Current Year Taken. However, after the rollover (when Earned and Taken are reset), I need the time to still show in Taken because it is 2021 time, and the bank is now a 2021 bank. To not “double deduct” (since it was already taken from 2020), I need to add the time into both the Carry Over and Taken fields:
The final step is to Run the Time Bank Report again (turn off Show Details) and save to ticket. This gives you the post rollover values.
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Possible Error Messages
1.Carry Over and Roll Over allowed once a year.
This means that you are trying to run a rollover within the same year that the previous rollover was done. This is not allowed. This requires that an SQL be run to set the last rollover date back to the previous year. Please speak with a senior rep for assistance with SQL run.
2. Update cannot be run prior to “______”
This means that you are trying to add time to Current or Next Year for a date that does not coincide with the Bank Last Updated date or the Bank Update Date on the Time Bank Setup screen.
The bank updates must follow the sequential updates that are defined by the Frequency. For example, if it is a biweekly bank, it can only be updated every 14 days. You can correct by running SQLs to set the Bank Last Updated date, modifying the Bank Update Date, or by changing the Frequency of the update. Please speak with Client Care Team for assistance with troubleshooting this error.
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