Module: HR/Payroll
Topic: Employee Accruals
PR Adding an Employee Accrual Record
Munis Version 10
Objective
This document provides instructions for creating employee accrual records in Munis Payroll.
Overview
Accrual records track an employee’s time-off. Each employee must have a record for each of the
accrual types, such as vacation, sick, and so on.
Prerequisites
Before you can successfully use this feature, you must ensure that the necessary settings and codes
are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your
Munis system administrator or department manager to have them updated or added into the Munis
system.
The following codes must be created prior to adding employee accrual records:
 Accrual type codes must be created in the Payroll Miscellaneous Codes program for the code
type ACCR.
 Accrual tables must be created to store employee’s accrued time.
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Employee Accruals
Procedure
To add an employee accrual record:
1. Open the Employee Accruals program.
Human Resources/Payroll > Payroll > Employee Maintenance > Employee Accruals
2. Click Add.
3. Complete the Employee box with the employee number for which you are adding accruals.
4. Press Tab.
The program completes the remaining Employee Identification fields.
5. Select the accrual type and accrual table from the Type and Table lists.
6. Complete the Accrual, Start and End Date boxes.
7. Complete the SOY Balance, Earned YTD, and Used YTD boxes.
8. Click Accept.
Refer to the Field Descriptions table for additional details on field values. Field labels for required
values display in boldface text.
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Employee Accruals
Employee Identification
Field
Employee
SSN
Last Name
First Name
MI
Suffix
Status
Description
Identifies the employee number. The number must exist in the Employee Master
program.
Press Tab and the program completes the remaining employee detail fields from the
Employee Master record.
Stores the Social Security number for the employee for which you are entering
history. When you click Search and complete this box, press Enter and the program
completes the Employee and Names boxes.
Provide the employee’s last name, first name, middle initial, and suffix, if applicable.
The program completes these boxes when you enter a Social Security or employee
number during the Search or Add process.
Specifies the employee's current employment status.
Employee Accrual Information
Field
Location
Job Class
Type
Table
Description
Identifies the primary location code. The program completes the default value from
the employee record in Employer Master.
Indicates the job class code to which the accrual applies.
Note: Accrual balances are kept separately for each job class that an employee
holds. To add a job class to the accrual record, the value of the Job Based Accruals
label for the General category of the Payroll Control Settings program must be YYes.
Identifies the accrual type code to associate with the employee record. Accrual type
codes must exist in the Payroll Miscellaneous Codes program for the code type
ACCR - Accrual Types.
Specifies the accrual table against which the employee's time is calculated. The
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Employee Accruals
Field
Send Accrual
Threshold Alert
Active
Accr Date
Start Date
End Date
Default Limit
Actual Limit
SOY Balance
Earned YTD
Used YTD
Description
table must exist in the Accrual Tables program. If you are updating a record, you
should not randomly change the value of this list as it affects programs throughout
Munis Payroll.
If selected, directs the program to send an e-mail alert if the available balance falls
below the accrual threshold when Employee Update is performed.
If selected, indicates the accrual is currently active.
Specifies the date for calculating accrual service time. This determines the length of
service for awarding earned accrual time during the employee update process. The
default value for this date is the service date in the Employee Master program;
however, if the value of the service date is changed in Employee Master, the
change does not affect the accrual date in this program. Once it is established, the
accrual date is only maintained using this program.
If you leave the Accr Date box blank, the program uses the date the permanent date
from Employee Master as the default date; if the permanent date is not completed,
the program uses the hire date.
Defines the start date for the accrual. If you are adding an accrual manually, the
default value for the start date is the current date, but you can change this.
However, the start date cannot be a date earlier than the default value.
Notes: If you add an accrual record with a start date that is greater than the first day
of the payroll period, the Employee Update program will encounter an error. The
start date cannot be a date greater than the first day of the payroll period.
You can only update the start date for a new employee accrual record (that is, an
employee accrual record with no history besides the start-of-year history record) or
if the accrual table is being changed. When you modify a start date, the program
does not allow you to enter a start date that overlaps with any existing associated
employee accrual history data. The program does allow a start date on the same
day as an existing history end date.
Provides the end date for the accrual. The default value for the end date is
12/31/9999, but you can change this.
Whenever the earnings process attempts to calculate an earn rate, the program
checks the value of this field. If the end date of the accrual takes place during the
current payroll, the earn rate is automatically set to zero and accruals are not
earned. Note: If an accrual earning is created within a payroll, and then the end
date is set, the program does not prevent that earning from posting to the history.
Displays the default accrual limit, which is established in the Accrual Tables
program. The accrual limit is the maximum amount of units that can be earned by
an employee.
Specifies the actual limit or an amount that can override the amount in the Default
Limit box. Limits are normally set in Accrual Tables program, but exceptions can be
defined in this box.
Note: If there is an amount in the Default Limit box, the value in the Actual Limit box
should be zero.
Provides the employee’s start-of-year (SOY) balance. It should be manually
updated only when the record is created. From that point forward, the system
automatically updates the balance when the Accruals Year End Processing program
is run.
Identifies the employee's year-to-date (YTD) earned amount. It should be manually
updated only when you create the record.
Provides the employee's year-to-date (YTD) used amount. It should be manually
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Employee Accruals
Field
Available
Pending
Liability
Review
UOM
Default Rate
Actual Rate
Description
updated only when you create the record
Displays the available accrual balance.
Displays pending accrual amounts as entered in the Employee Self Service (ESS)
program.
Displays the dollar liability of the accrual balance. This value is calculated by
multiplying the accrual balance by the employee's current hourly, daily, or period
rate, depending on the unit of measure specified in the Liability list in the Accrual
Tables program.
If selected, indicates that the accrual record needs to be reviewed. This is an
informational-only field that allows you to easily create an active set of records to be
reviewed.
Indicates the accrual unit of measure. This measure is determined in the Accrual
Tables program.
Displays the default rate amount, that is, the rate at which an employee earns time.
This amount is established in the Accrual Tables program.
Contains the actual rate at which an employee earns time. An amount other than
zero or blank overwrites the default rate for specific employee exceptions.
History
Field
Description
Display accrual history earnings and usage.
The start and end dates indicate the actual day the accrual was used or earned.
This information is automatically updated during the Employee Update process, but
you can manually update these dates in this program. If you select a value to
modify, the program opens the Employee Accrual History program, where you can
complete corrections.
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