How to adjust accruals for an employee
If you have a large number of adjustments to make, contact our support team for an import spreadsheet. This process is useful if you have one or two changes to make.
1. Navigate to the employee's payroll profile. For more information, check out our article on How do I access an employee file. Then, click on the Payroll Instructions tab.
2. Scroll to the bottom of the page and you will see a section called Accrual Balances. By default, it will show all accrual policies that appear on the statement of earnings. To see all accrual policies, click Show all accrual policies.
3. Click Details to see more information about the balance. Please note there are four types of accruals, and only two should be adjusted.
Accrued __ Time: This balance can be manually adjusted. The balance is recorded in hours. Note that if you are decreasing the value because an employee took paid time off, it is best to record that in an ad-hoc pay run as the insurable hours may also need to be adjusted.
Vacation Pay Accrued: This balance can be manually adjusted. The balance is recorded in dollars and represents the total owed to the employee. Note that if you are adjusting because some money was taken or earned, it may be best to record this information in an ad-hoc pay run as the insurable earnings may also need to be adjusted.
YTD Dollars: This balance should not be manually adjusted. Typically there are many interconnected values (increasing one should also increase many more) so we recommend adjusting through an ad-hoc pay run.
Accrued Max or AM Dollars: This balance should not be manually adjusted. This represents the total value for the employee without any yearly reset. Maximums set up in the employee profile will be recorded against this value and adjusting manually will break those calculations.
If you want assistance processing an ad-hoc run to update YTD values or a balance, please contact our support team - we would be happy to help!
4. Depending on the history of this accrual, you will see one of two screens:
If no balance exists, and this accrual has not yet been used, you can Set Initial Balance to adjust the total.
If a balance exists, or this accrual was used in the past, you can Adjust or Adjust Accrual Balance to make changes to the total.
5. Depending on the accrual, you will need to specify which Payroll Department from a drop down, and/or which Region from a drop down. In all situations, you will have to specify the Effective Date which tells the system when this change took place. If dated in the past, all pay runs since the adjustment will show an updated value on the Statement of Earnings.
6. You can change the balance in one of two ways:
If you would like to adjust how much the balance should change, select Adjust Balance and enter the amount in Adjustment Amount. You will be able to see the new net balance, which reflects the initial balance plus/minus your adjustment.
If you would like to specify what the balance should be (as of the effective date), select New Balance and enter the value in Desired Balance. You will be able to see the adjustment amount calculated which is the difference from the balance previous to the change and the balance after the change.
7. Add a Reason for Adjustment (tracked for auditing purposes), and click Save. You have updated the accrual for this employee.
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