To open the Employee Accrual Balance Transactions page, select Maintenance from the Time & Attendance menu. Under the Employee heading on the Maintenance page, click the Employee Accruals link, and then click a specific accrual to open the Employee Accrual Balance Detail page. From the detail page, click a balance amount to open the Employee Accrual Balance Transactions Page.

The Employee Accrual Balance Transaction page displays details about the individual transactions that contributed to an accrual balance. The table below describes the information displayed on the Employee Accrual Balance Transactions page.

Note: When you first open the Employee Accrual Balance Transactions page, it is filtered to display data only for the specific balance you clicked to open the page. For example, if you click an amount in the All column of the Employee Accrual Balance Detail page, all of the historical transactions for the selected transaction type are displayed. Clicking an amount in the Year to Date column in the Employee Accrual Balance Detail page displays only the transactions of the selected type that occurred in the current year. Clicking the balance in the All column of the Total Hours Balance (or Total Monetary Balance) row displays all historical transactions, of all transaction types, for the accrual you are viewing. You can use the Specify Type and Specify Date Range fields to view other transactions. For instructions, see Viewing Employee Accrual Totals and Transactions.

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

Accrual Definition field

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

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.

Specify Type drop-down menu

Allows you to filter the transaction list to display only one type of transaction or to view all transaction types. For descriptions of the most common transaction types, see the description of the Transaction Type column below.

Specify Date Range fields

Allow you to filter the transaction list to display transactions for a specific date or range of dates. You can select a predefined time period, such as This Month, or you can enter a custom User-Defined date Range using the Calendar Lookup buttons. To view all historical transactions, select All.

Transaction Date column

Displays the date on which a transaction occurred or was applied.

Notes:
For system-generated transactions such as awards and purges, the transaction date reflects the actual calendar date on which the award was earned or the accrual became due to be purged. The creation date for these transactions may be different from the transaction date, because these types of transactions are only generated and recorded when the Accrual Processor is run.

The transaction and creation dates may also differ from each other for adjustments, cash outs, and purchases. When you create these transactions, you can specify a pay date or transaction date on which the transaction should take effect.

Transaction Type column

Identifies the type of the accrual transaction. The most common transaction types are:

  • Adjusted - An addition or reduction to the accrual balance that is recorded manually by a practitioner.

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

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

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

  • Purged - An automatic transaction 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 - A reduction to the balance caused by timecard records (for example, when an employee records a sick or vacation day).

Note: Some accrual transactions are associated with timecard and payroll records. For these transactions, you can click the value in the Transaction Type column to open a Payroll Detail pop-up window that lists the Earnings Code and the Payroll Amount for the transaction.

Amount column

Displays the amount of the transaction. The number in this column reflects either hours or money, depending on the accrual type, which is displayed near the top of the page.

User ID column

Displays the User ID of the person who recorded the transaction. No user ID is listed for transactions (such as purges and awards) that are automatically generated by the system or for transactions recorded on the employee's timecard (such as "Used" transactions).

Processed Date column

Displays the date on which the transaction was recorded in the Time & Attendance module. However, after the transaction is processed, this date changes to the processed date.

Notes column

Displays any notes associated with the transaction.