How you record employee sick time (or other paid or unpaid absence) may vary depending on how and when you process the time off. This article shows you several ways to track this information.
Before You Begin
- Create any Pay Codes you may need such as Sick Time, Absent, and so forth and add them to your list of Benefit Codes.
Hint: To record unpaid time off make a benefit code such as “Unpaid Absence” set to zero percent (paid out at 0% of their normal hourly rate). Their normal rate is determined by the Hourly Pay Code checked for Benefits on the Employee Pay Rate screen).
- Use Batch Post Accrued Benefits so the appropriate number of hours “Earned” will be available on the Employee Benefits screen.
Note: Some items such as an unpaid absence may not have any hours earned. This means there is no need to accrue them. They will end up showing as “Used” hours on the Employee Benefits screen with a negative number on the “Balances” tab. For example zero hours earned less 8 hours used equals a balance of -8 hours.
Record Used Sick Time / Absent Hours
Sick Time is recorded to the Employee Time Card in one of the following ways. It will then appear on the “Used” tab of the Employee Benefits screen.
Option 1: Record Benefit Directly to the Time Card
Use this method to record time off when a staff member is not checked in, such as on the actual day they are sick/absent. Just add a line to the Employee Time Card using the in/out times to reflect the number of hours along with the appropriate Pay Code (Benefit Code). In this example 8:00 am to 4:00 pm would indicate eight hours used.
Options 2a & 2b: Record using Batch Post Time Card
Use this method when a staff member is currently checked in, or to process hours for several employees at once. This works well if you are recording absences after the fact, once they have already returned to work.
Record one day at a time for any employees that were absent that day.
- From the main screen of Employee Data & Payroll go to Functions > Batch Post Time Card.
- Choose an Employed as of date to include only people currently employed on that date.
- Set Base Posting On to Primary Work Area. This will allow you to set the number of hours used.
- Set the Pay Code to Sick Time, Absent, or another code.
- Select a Date the time was used.
- Enter the Time In and Out to equal the number of hours used. For example you could use 8:00 am to 4:00 pm for 8 hours.
- Click Next. A list of all people employed as of the specified date will be displayed.
- Check the boxes of any employees who were sick / absent that day.
- Click Process.
Note: To process additional days use the Back button, change the Date and repeat.
Even though sick time is typically not planned, you may wish to treat it as a planned benefit. This method lets you record the dates and times as planned benefits, for each individual employee, then process them for everyone at a later time. For example you may wish to process all benefits at the end of each pay period.
- Enter the sick / absent time on the “Planned” tab of the Employee Benefits screen.
- Later use Batch Post Time Card (as in Option 2a above), but change the Base Posting On setting to Planned Benefits, and enter the Start & End Dates, such as the pay period.
Note: You may choose to process benefits for All Pay Codes or select a particular one like Sick Time.