The pre-paid time off scheduler allows you to view an employee’s pre-paid time off by date or by employee. Additionally, you can add a new scheduled time off or delete one already scheduled.

You may skip or schedule unscheduled days. Just remember that whatever you schedule will be paid. Once time off is paid, the employee’s accrual balance will be reduced accordingly.

Notes:
Pre-paid schedules must be at least two pay cycles in advance of the current pay period.

If the pre-paid time off payroll adjustment is removed, the accrual balance will be increased accordingly.

Pre-paid time off can only be removed through the pre-paid scheduler. If the employee is paid then decides to not take the time off, the already paid time pairs can be removed as needed.

To add pre-paid time off:

1. From the Time & Attendance menu, select Maintenance.

   Note: If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. Under the Payroll heading, click the Schedule Pre-Paid Time Off link.

3. To view employees by date, select the By Date tab. All employees for whom you have access will be displayed. You can specify a date range to view and then specify the type of time off to display.

4. To view individual employees, select the By Employee tab. The current monthly calendar for the first employee in your default employee filter will display.

5. To view information for a different employee, click the button (next to the Find button). The Employee ID Lookup window opens. Select the employee whose information you want to view.

6. To add new multiple pre-paid time off schedules click the Add New Multiple Pre-Paid Schedules button on the right side of page.

7. Select start and end dates from the calendar.

8. Enter the PPVAC (pre-paid vacation) earnings code.

9. If your company uses Labor Charge Fields, enter the department or job code.

10. Select whether to override non-worked schedules by checking the box.

11. Select whether to skip unscheduled days by clicking the radio button.

12. If you have selected For Unscheduled Days, do the following:

• Specify the Start Time

• Enter the Total Hours Per Day

• Specify the days of the week to use for unscheduled days

14. If you want to replace scheduled days, select Replace Scheduled Days with, then do the following:

• Specify the Start Time

• Enter the Total Hours Per Day

15. Click Submit to save your entries.

Note: Once an employee has been paid and the current pay cycle rolled forward, prepaid vacation records will change and the earnings code will automatically update to APVAC (Already Paid Vacation)

To delete pre-paid time off schedules:

1. From the Time & Attendance menu, select Maintenance.

   Note : If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. Under the Payroll heading, click the Schedule Pre-Paid Time Off link.

3. Specify the date range and/or type.

4. Click the check box to the left of the employee name.

5. Click the Delete Selected Schedules button at the bottom of the page.

6. Click Yes in the warning box to save your changes.

Note: This removes the pre-paid records and resets the accrual balance as well as deletes the related schedules to that pre-paid table record.