How do I track vacation, holiday or sick pay for a non-union employee?

USE THIS METHOD IF YOU HAVE A VERSION 8.4.0.1 OR OLDER.  IF YOU CURRENTLY USE VERSION 8.4.0.2 OR NEWER, PLEASE REFER TO DOCUMENTATION RELATED TO THE ACCRUED PAY FIELDS FOUND ON THE EMPLOYEE LIST SCREEN.

In order to track the total hours and dollars paid for vacation, sick time and holidays for each employee, unique department codes must be utilized when entering the timecard entries. For example, whenever sick time is paid to an employee, the timecard entry would include the department code for sick time pay. The timecard amount will be included in the total gross wages and will be taxable. The department codes can be set up with a unique set of general ledger accounts so that the Trial Balance Report will show the total vacation, holiday, and sick time paid. The use of the department codes also allows for such pays amounts to be subject to 401K contributions.

There are three Vacation, Holiday and Sick Time reports stored in the AccuBuild\Reports directory but these reports must be copied into the company directory before using for the first time. Once these reports are in the company directory, they may then be accessed through the File > Custom Reports option. Vacation.rpt lists in check detail the vacation, holiday and sick pay amounts for each employee. This same report can be generated for just one employee by using the Vac1Emp.rpt. The vacation.rpt report can be printed with employee totals only by selecting the VacSumAl.rpt.

These reports have been set up to read a certain range of department codes:

The vacation pay department codes must be set up using codes 20 through 29.

The holiday pay department codes must be set up using codes 30 through 39.

The sick pay department codes must be set up using codes 40 through 49.

If the proper department codes are not used, then the reports will be incorrect. If the default department codes are not acceptable for your company, please contact AccuBuild to further customize the reports for your needs.

In addition to tracking the total hours and dollars paid for these pay types, the Vacation reports can also accrue vacation hours for each employee. The reports will track all timecard hours that are coded to any department code less than 20, greater than 49 or equal to zero. These hours become subject to the vacation accrual. A vacation rate factor is set up in the employee's file using the Vacation Rate field on the Employees > Pay Rates Tab. Do not assign a pay type to the field. Without a pay type, the system will not pick up the vacation rate on each check.

Note: The vacation rate that is set up in each employee's file affects the vacation reports for ALL periods. In other words, if the vacation rate for an employee is .019 as of 12/31/1999 and then the rate is changed to .038 starting 1/1/2000, then the vacation reports will accrue the vacation hours at the new rate of .038 despite the report dates. Unfortunately, there is no way to carry over unused vacation hours to a new year.