How to Set up Time Off Accruals in Sage 100 Payroll

Configure time off accruals in payroll options

1. Go to Payroll, Setup, Payroll Options, Time Off tab.
2. Complete all fields related to time off accruals.
   • Time Off Descriptions: Set descriptions for each time off type (defaults: Vacation, Sick)
   • Base Time Off Availability On:
     • Select Limit to make all hours available at once (unless you’ve set a wait period)
     • Select Accrual to make hours available as they’re accrued
   • Pay Rate for Time Off Accrual Posting Amount: Choose a pay rate for accruals posted to the general ledger by the department
   • Hours to use for Time Off Limit:
     • Select Accrued Hours Only if carryover and used hours don’t affect annual accrual
     • Select Accrued+Carry Over to stop accruing when accrued plus carryover equals the annual limit
     • Select Accrued+Carry Over-Used to stop accruing when accrued plus carryover minus used equals the annual limit
   • Allow Time Off Accruals From:
     • Choose Periodic Accrual & Data Entry, Data Entry Only, or Periodic Accrual Only
   • Round Time Off Hours/Days to Whole Numbers: Decide if you want to round accrued hours/days
   • Reset Employee Time Off Limits at Benefit Year End: Automatically reset limits at year end
   • Reset Time Off Hours Based On: Choose Calendar Year or Anniversary Date
   • Accrual Report Display Option: Select Hours or Days for reports and checks

Set Up Department Maintenance (Optional)

• If posting accruals to the general ledger by department
  • Go to Payroll, Setup, Department Maintenance
• Enter liability and expense account numbers for each department

Create Earnings Codes

1. Go to Payroll, Setup, Payroll Options, Earnings Code Maintenance.
2. Create earnings codes for each time off type.
3. In Type of Earnings, select the time off type.
4. In Time Off Types to Accrue, select types to accrue for each code.

Set Up Time Off Codes in Time Off Maintenance

1. Go to Payroll, Setup, Payroll Options, Time Off Maintenance.
2. Create a separate time off code for each accrual method.
3. Time Off Code: Create or maintain codes for time off schedules.
4. Description: Enter a description for each code.
5. Accrual Method: Choose how you make accruals (Hourly, Dollars Paid, Daily, Weekly, Checks, Fixed).
6. Hours/Year: Set annual limit for each code.
7. Carryover Allow: Set maximum carryover hours.
8. Accrue on Paid Hrs. Only: Decide if you’re basing accrual only on paid hours.
9. Check Entry No.: Specify which check entries accrue time off.
10. Deduction Period: Specify deduction periods for accruals.
11. Rate Method: Choose Fixed Benefit or Rate Table.
12. Accrual Rate: Set the rate for each schedule.
13. Delay Period: Set days to delay accrual after eligibility date.
14. Eligibility Wait: Set months to wait before using accrued time off.
15. Eligibility Hours: Set a delay in months after the eligibility date before hours become available.
16. Min Hrs/Check: Set minimum hours per check for accruals.
17. Max Hrs/Check: Set maximum hours per check for accruals.

Assign Time Off Codes to Employees

1. Go to Payroll, Main, Employee Maintenance, Benefits tab.
2. Assign the appropriate time off code to each employee.
3. Enter the eligibility date (You can change defaults to hire date).