Your company may allow employees to trade in a portion of some accrual balances for cash. If this type of transaction is allowed for an accrual, a Cash Out button is available on the Employee Accrual Balance Detail page.

Note: Recording a cash out transaction with the Cash Out button creates a non-editable payroll adjustment on the employee's timecard. The payroll adjustment can be viewed on the Timecard by employees, managers, and practitioners.

To record a cash out transaction:

  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 Employee heading on the Maintenance page, click the Employee Accrual Balances link.

  3. On the Employee Accrual Balances page, click the Select button (next to the Find button). The Employee ID Lookup window opens. Select the employee for whom you want to record a cash out transaction. The Employee Accrual Balances page refreshes and displays the accrual type (hours or monetary) and the balance for each accrual for which the employee has, or has ever had, a balance other than zero.

  4. On the Employee Accrual Balances page, click the accrual for which you want to record a cash out transaction. The Employee Accrual Balance Detail page opens.

  5. Click the Cash Out button.

    Note: The Cash Out button only appears if your company allows cash out transactions for the specific accrual you selected.

  6. In the Amount field of the Cash Out pop-up window, enter the number of hours the employee is cashing out.

    Note: A label next to the Amount field indicates whether the amount is an hours or monetary amount. Monetary accruals are generally not configured to allow cash outs.

  7. In the Pay Date field, click the Calendar Lookup button, and then select the date on which the transaction occurred or will occur. This date is required and must fall within the current or next pay period. The default value for this field is the current date.

    Note: The transaction will be processed and applied to the employee's payroll totals when the pay period that contains the pay date is processed.

  8. In the Earnings Code field, click the Select button, and then select from the Earnings Code Lookup window the earnings code to be applied to the transaction. The lookup window displays only the earnings codes that are relevant to the accrual the employee is cashing out. An earnings code is required.

  9. Select a rate to be used for the cash out. The options are:

    Use Earnings Code Rate Calculation - The cash value paid to the employee is figured using the rate usually applied to the selected earnings code

    Override Rate - The cash value paid to the employee is figured using a rate you enter in the text box

  10. In the Notes field, enter a short explanation for why the cash out transaction is being made. For example, if an employee wants to cash out 10 hours of vacation, you might enter "Employee requested cash out of 10 hours of vacation." This is an optional field.

  11. Click the Submit button. The pop-up window closes and the Employee Accrual Balance Detail page is displayed, with the Cashed Out balances adjusted to reflect the transaction you just saved.

Notes:
To view the transaction in the Employee Accrual Balance Transaction list, click the amount in the All column of the Cashed Out row.

After the employee's timecard has been processed, the cash out transaction appears as a non-editable payroll adjustment in the Timecard Manager and on the Payroll Adjustment and Unapproval page. You can reprocess the timecard manually if you want to view the transaction on the timecard immediately. After the timecard has been processed, the Payroll Summary also reflects the effect of the transaction.