Applies to versions: 2.0, 2.1, 2.2, 2.3, 2.4, 2.5, 3.0
Set Reset Recalulate Benefits
Benefits Totals can be set, reset, and recalculated for all employees or for a selected list of employees.
Using the left pane Main Menu » Administration, click on: Benefits » Employee Benefits
TimeIPS Benefits feature allows you to track sick and vacation time accrued and used.
The Payroll Integration with Benefits Tracking module (IPSQBI) is required.
- One accrual group
- Two tenure levels
- Vacation and Sick accrual types
- Automatic weekly accruals
With the optional Advanced Benefits Tracking module (IPSBEN), the following features are added:
- Unlimited accrual groups
- Unlimited tenure levels
- Unlimited custom plus Vacation and Sick accrual types
- Flexible accrual periods
- Enhanced configuration options including caps and prorating
SET : RESET : RECALCULATE
To Set, Reset, or Recalculate Benefits, click on the Set/Reset Recalculate icon at the top of the page.
Set Benefit Totals
- From the drop down menu, choose which employee or group will have their benefit totals set.
- Click on the Set Benefit Totals button. The following window will appear.
- Set benefit totals to: specified hours. This is the amount of time for an employee(s) or group. The hours will be displayed in decimal hours or hours minutes and seconds. This can be changed under My Settings > Display tab.
- Effective at: mm/dd/yyyy and hh:mm:ss. This is the effective date and time the benefit reset will occur for the specified employees.
- For type. Select the type of benefit which will be used for the employee(s) or group.
- Optionally, add a brief Comment explaining why the time is being set manually.
- The Affected Employee(s) list shows which employee(s) will have their benefit totals set.
- Click on the Set button to implement the change.
Resetting Benefit Totals
A benefit reset is a fixed point in an employee's benefit history. It is an assertion that the employee definitively has a certain number of hours at a certain time. If your company's policy requires benefit totals to be reset to a fixed value at a scheduled time, such as resetting unused benefits to 0 at the beginning of each year, this adjustment can be made using a benefit reset. Benefit resets can also be used to set an initial value for employees, such as benefit hours earned before using TimeIPS, or to correct errors.
Benefits can be reset in THREE WAYS:
- To reset a benefit total for an employee, click the Reset link located to the far right of the desired Benefit type in the Current Levels section on the Employee Benefit Details page. This will open a window allowing you to specify the new total, the date the reset becomes effective, and a comment explaining the reason for the reset.
- To reset benefit totals for multiple employees, use the Set Benefits Total option described above. This will open a dialog window allowing you to specify the new total, the date the reset becomes effective, the benefit type to be reset, and a comment explaining the reason for the reset. The dialog also includes a list of employees that will be affected by the reset.
- Benefit totals may also be reset using the Benefits Import function, described below.
NOTES: Benefit resets may be scheduled at any time in the future or in the past. If scheduled in the past, accruals after the reset will be recalculated starting at the time of the reset. If scheduled in the future, accruals will continue as normal until the time of the reset, at which time accruals will start over at the specified value.
Accruals will be given in full, after a benefit reset; the reset does not imply any sort of prorated or truncated behavior, even if "Prorate Partial Periods" is selected. For example, if employees earn 2 hours per year on January 1st, a reset to 3 hours at any time during the year (even on December 31st) will result in a total of 5 hours available after the next accrual on January 1st.
TIP: For best results, use an effective date for resets that makes the intent clear. If benefits are scheduled to reset at the same time (during the same second) that accruals are scheduled to be calculated, the reset will apply after the accrual, that is, the accrual will have no effect on the total available benefit hours.
If there have been any changes in the Accruals or time worked, you may wish to Recalculate Accruals to ensure accurate information in the employees benefit record. After changing accrual rules, all subsequent accruals will use the updated settings. To apply modified rules to time past, the accruals must be recalculated. If historical accruals before a set date need to be preserved, even if changes have been made, do not recalculate prior to such a date.
- From the drop down menu, choose which employee or group will have their accruals recalculated.
- Click on the Recalculate Accruals button. The following window will appear.
This window will allow you to change the date and time of the Accrual Recalculation and shows a listing of the effected employees.
- Enter a date to begin the updated calculation. All accruals received after the selected time will be removed and updated accruals will be calculated.
- Click the Recalculate button to process the request.
Changes in TimeIPS that can cause accruals to recalculate automatically:
- When using work-based accruals or work-based tenure, editing worked time will cause accruals after the edited time to be recalculated.
- Using benefits or editing benefit usage will cause accruals after the benefit's effective date to be recalculated.
- Resetting benefits (see below) will cause accruals after the reset date to be recalculated.
- Changing an employee's accrual group membership will cause accruals after the effective date of the change to be recalculated.
Other changes do NOT cause accruals to be automatically recalculated. Some noteworthy examples include:
- Editing an employee's start date will not cause accruals to be recalculated. (See the note at the end of the "General tab" section above.)
- Editing accrual settings will not cause accruals to be recalculated. These changes only affect future accruals unless a recalculation is requested.