Carry Forward Unused Hours

If an employee has unused accrued hours at the end of the year which may be carried forward for PTO, sick, vacation or something similar, the balance must be entered in a transaction dated January 1 or later in the new year. Use this utility to generate those transactions. This utility will only work for items which are set up as an Accruable Benefits type. If your items as set up as Employer Accruals, use the Convert Employer Accrual to Accruable Benefit utility to change the type.

1. Select Utilities>Payroll>Carry Forward Unused Hours.
   
   
   
2. Click on the desired Accrued item in the Benefits and Accruals column and click Add-> to move it to the To Carry Forward column. Add the related Used item to the To Carry Forward section. (Select Accrued and Used PTO or Accrued and Used Vacation or Accrued and Used Sick items.)
   
   
   
3. Select Next.
   
   
   
4. Enter the desired year that you want the program to calculate the balance for.
5. Enter a check date (01/01 of the new year).
6. Enter the check number you want the program to assign to the new entry.
7. Check the Auto Increment Number, if desired.
8. Select the checking account these entries will post to (This check will only have the accrued hours so there will be no net pay).
9. Select the item for the Accrued Hours. (The drop down will only have the 2 items which were selected To Carry Forward.)
10. Select Next.
    
    
    A window will open showing a list of the of the entries which will be made. The Amount displayed is the calculated unused amount. You may edit the amounts as needed to comply with carry forward limits set by the client. The amounts in the image below have been edited because the company will only allow employees to carry 4 hours over to the following year. Employee 202 has 8 hours because she used 4 hours in the last period of the year and will be paid for those on the first check.
    
    
11. Select Create Entries to create a check for each of the displayed amounts.
12. The following dialog will open when the check have been created.  Click OK to close it.
    
13. Repeat Steps 1 - 12 for additional types of accrued hours.

The following screenshot is an example of the entry that is created.

Note: Use Utilities>Payroll>Rates & Limits to update the employee rates and limits for these items for the new year. You may need to increate the Annual Calendar limit for some employees to include the hours which were carried forward.