To open the Employee Accrual Balance Detail page, select Maintenance from the Time & Attendance menu. Under the Employee heading on the Maintenance subtab, page, click the Employee AccrualBalances link, and then click a specific accrual from the list on the Employee Accrual Balances page. You can also open the Employee Accrual Balance Detail page by clicking an accrual on the Benefits tab of the Payroll Adjustments/Unapproval page.

The Employee Accrual Balance Detail page displays details about an employee's accrual balance for a specific accrual. An accrual balance is a measure of time or money that an employee has earned toward various types of paid or unpaid time off. Accruals are commonly used to award and track sick time, vacation time, floating holidays, and PTO (personal time off or paid time off). The settings that determine when and how accruals are awarded to employees are configured by ADP according to your company's policies.

The table below describes the information displayed on the Employee Accrual Balance Detail page.

Accrual Definition field

Identifies the accrual for which information is being viewed. Both the accrual definition (ID) and description are displayed.

Last Award Date field

Displays the date on which the employee was last awarded regularly accrued hours (or money) for this accrual. The last award date only reflects the accrual awards generated automatically by the Time & Attendance module. It does not reflect accrual usage (for example, sick time recorded on an employee's timecard) or manual adjustments, cash outs, or purchases. Accrual awards are made according to a schedule defined by your company.

Type field

Identifies the accrual type, which determines the unit of measure used for the accrual balance. Each accrual is defined as either an Hours type or a Monetary type.

Last Purge Date field

Indicates the last time the balance for the selected benefit was purged (reduced to zero). For example, if your company does not allow employees to carry sick time over from one year to the next, the Sick accrual is purged on December 31st.

Transaction Type column

Identifies the type of accrual transaction for which balances are given. The most common transaction types are:

  • Adjusted - Additions or reductions to the accrual balance that are recorded manually by a practitioner.

  • Awarded - Additions to the accrual balance that are automatically generated by the Time & Attendance module according to your company's benefit policies.

  • Cashed Out - Reductions to the accrual balance that are manually entered by a practitioner and reflect a transaction in which an employee elects to receive cash in lieu of a portion of his/her accrued hours.

  • Purchased - Additions to the accrual balance that are manually entered by a practitioner and reflect a transaction in which an employee pays cash to increase his/her accrued hours.

  • Purged - Automatic transactions generated by the Time & Attendance module to return an accrual balance to zero. Purges are usually scheduled for accrual balances that employees are not allowed to carry over from year to year.

  • Used - Reductions to the balance caused by timecard records (for example, when an employee records a sick or vacation day).

Year to Date column

Displays the cumulative balance for the accrual based only on transactions that occurred during the current year.

All column

Displays the cumulative balance for the accrual based on all historical transactions.

Cash Out button

Allows you to record cash out transactions, in which an employee elects to receive cash in lieu of a portion of his/her accrued hours. Cash outs recorded using this button are recorded on the employee's timecard as non-editable payroll adjustments. This button only appears for accruals for which your company allows cash out transactions.

Note: The Cash Out button does not appear if you have opened the Employee Accrual Balance Detail page from the Benefits tab of the Payroll Adjustment and Unapproval page, even if cash outs are allowed for the accrual you are viewing.

Purchase button

Allows you to record purchase transactions, in which an employee pays cash to increase his/her accrued hours. Cash outs recorded using this button are recorded on the employee's timecard as non-editable payroll adjustments.

Note: The Purchase button does not appear if you have opened the Employee Accrual Balance Detail page from the Benefits tab of the Payroll Adjustment and Unapproval page, even if purchases are allowed for the accrual you are viewing.

Adjust button

Allows you adjust the accrual balance.