Benefit Types provide a classification for non-worked time (such as sick and vacation) that can be allocated to employees. These types can be paid or unpaid, can optionally count toward overtime hours, and can be configured to automatically accrue if configured in the Accruals section.
With the Advanced Benefits Tracking module (IPSBEN), custom benefit types can be created or edited.
With the Compensatory Time module (IPSCOMP), a comp time "benefit" type can be created to hold the comp time employees receive.
Note: The comp time options will only appear in your TimeIPS system if the module is installed.
Using the left pane Main Menu » Administration, click on: Benefits » Benefit Types
Create a New Benefit Type
Click on the + (plus) sign on the left side of the Add a New Benefit Type/Compensatory Time bar.
Select Create New from the first drop-down menu and Benefit Type from the second drop-down menu.
Note: If Compensatory Time has not been created or converted from a Benefit Type, the options to do so will still appear.
Add a descriptive Name, then click the Add New/Convert Benefit Type button.
Edit a Benefit Type
Click on the + (plus) sign next to the benefit Name.
If using divisions, a Code Name can be specified that will allow reports that include benefits from multiple divisions to appear in the same column.
If the benefit type is Paid, select "Yes" for the Paid option. This is normally set to "Yes".
If the benefit counts as actual work time toward 40 hours/week for overtime, then select "Yes" for Counts towards Overtime. This is normally set to "No".
Holidays can require that an employee work a certain number of hours the days before or after the holiday. By enabling this option, benefit uses of this accrual type will count towards satisfying that rule.
Note: This option can be overridden by each subclass.
Select whether or not to allow or even require benefit usages to be tagged with a job. **This may be important in cases where an employee's wages are paid with different grants. The different grants can be set up as different jobs and then benefits can be tagged to designate which grant pays for which benefit type.
Select the Sort Order when showing a list or drop-down. Lower numbers come first. When multiple entries have the same number, they will be sorted alphabetically.
Advanced Options
From the Advanced tab, you can require the employee to add a Note when requesting this type of benefit.
Select to Require Subclass or to have it optional.
Choose whether this Benefit Type is Elected By an Employee or Employer.
The use of benefits may be elected by the employee or the employer. In some situations this will effect the calculation of salary wages. For example, employees generally elect to use PTO, sick and vacation time. Employers generally elect to use furlough and other "Lack of work" time. Salary employees paid for a set number of weekly hours will have weekly salary reduced for unpaid benefit time that is employee elected. Note that salary employees paid for "All Hours Worked" will still receive their full salary, regardless.
To display a custom message when this type of benefit is requested, select "Show Popup" from the drop down list. Then type the message in the Custom Message box.
Click Save Row to save the changes.
Subclasses
Subclasses can be used to track projects, departments, areas or other designations related to the benefit, the employee, or why the benefit was used.
Add a Subclass
Click on the green + on the far right side.
Add a descriptive Name in the Add Subclass window that pops up, then click the Create button.
Add a GLNum, a Minimum (if applicable), and a Description for the subclass.
NOTE: By using the GLNum field, it is possible to designate how benefit time will be tracked in an external accounting system.
Earn Holiday: Select whether or not it counts towards earning a holiday that requires worked time on an adjacent day. If set to "Yes" or "No", this will overwrite the benefit type setting. "Default" will use the benefit type setting.
Counts OT: Select whether or not it counts towards earning overtime. If set to "Yes" or "No", this will overwrite the benefit type setting. "Default" will use the benefit type setting.
Click Save Row to save the changes.
To delete a subclass, click on the red X on the far right side.
Deleting a Benefit Type
In order to delete a benefit type, that type must not be in use. Once it has been used, it can not be deleted.
In the far right column, click the word Delete that appears in the same row as the benefit type you wish to delete.
Create a New Compensatory Time
Click on the + (plus) sign on the left side of the Add a New Benefit Type/Compensatory Time bar.
Select Create new: from the first drop-down menu.
Select Compensatory Time from the second drop-down menu.
Add a descriptive Name, then click the Add New/Convert Benefit Type button.
Edit a Compensatory Time Type
Click on the + (plus) sign next to the comp time Name.
Specify a Code Name to be available for custom payroll and reports. Code names must be unique within each division. Using the same code name in multiple divisions allows reports to combine cross-division benefits of the same type.
Holidays can require that an employee work a certain number of hours the days before or after the holiday. By enabling this option, comp time uses of this accrual type will count towards satisfying that rule.
Select whether or not to allow or even require comp time usages to be tagged with a job.
Select the Sort Order when showing a list or drop-down. Lower numbers come first. When multiple entries have the same number, they will be sorted alphabetically.
Advanced Options
From the Advanced tab, you can require the employee to add a Note when requesting time of this type.
To display a custom message when comp time is requested, select "Show Popup" from the drop down list. Then type the message in the Custom Message box.
: Specify the maximum amount of comp time hours an employee can have at once for standard work. Enter as hours or an expression. For example, if employees in the Organization Unit "direct" have a maximum of 120 hours, and all others have maximum of 100 hours: =if([orgUnit][name]="direct",120,100) Note: Decimal/fractional hours are not supported. If a value like 120.5 is entered, the system will remove the decimal and treat this as 120 hours.
: Specify a higher limit for an employee's comp time used for certain types of work, including public safety activity, an emergency response activity, or a seasonal activity as defined by 29 US 207 (o)(3)(A). Enter as hours or an expression. For example, if employees in the payroll type with code "123" get 480 hours, payroll type named "Responders" get 360 hours and all others get 240 hours: =if([type][code]="123",480,if([type][name]="Responders",360,240)) Note: Decimal/fractional hours are not supported. If a value like 240.9 is entered, the system will remove the decimal and treat this as 240 hours.
Click Save Row to save the changes.
Subclasses
Subclasses can be used to track projects, departments, areas or other designations related to the benefit, the employee, or why the benefit was used.
Add a Subclass
Click on the green + on the far right side.
Add a descriptive Name in the Add Subclass window that pops up, then click the Create button.
Add a GLNum, a Minimum (if applicable), and a Description for the subclass.
NOTE: By using the GLNum field, it is possible to designate how benefit time will be tracked in an external accounting system.
Earn Holiday: Select whether or not it counts towards earning a holiday that requires worked time on an adjacent day. If set to "Yes" or "No", this will overwrite the benefit type setting. "Default" will use the benefit type setting.
Counts OT: Select whether or not it counts towards earning overtime. If set to "Yes" or "No", this will overwrite the benefit type setting. "Default" will use the benefit type setting.
Click Save Row to save the changes.
To delete a subclass, click on the red X on the far right side.
Deleting a Compensatory Time Type
In order to delete a comp time type, that type must not be in use. Once it has been used, it can not be deleted.
In the far right column, click the word Delete that appears in the same row as the benefit type you wish to delete.
Convert Benefit Type to Compensatory Time
Click on the + (plus) sign on the left side of the Add a New Benefit Type/Compensatory Time bar.
Select Convert Benefit Type to Comp Time Type from the first drop-down menu.
From the second drop-down menu, select the benefit type you wish to convert.
Add a descriptive Name, then click the Add New/Convert Benefit Type button.
The same tabs and options as described above in "Edit a Compensatory Time Type" will be available.
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