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Adding Employee Time Off

Before you can enter employee time off types you must add an employee or select an existing employee.  If you need to add a new employee, open the Employees form and then click the New button at the top of the form.  Then refer to the Adding Employees section for help on adding new employees.
 

The first step is to decide if you want to manually select each Time Off through the Time Off box or if you want to setup specific Groups of Time Off.  You can use the Group combo box at the top right corner of the form to select a Time Off Group, which will quickly add several Time Off types to the Time Off box.  This is a convenient way of adding multiple Time Off types at one time based on a Time Off group.  To setup Time Off Groups see the Adding Time Off Groups section.

 

The following steps will explain in detail how to add Time Off types in the Employees form under the Time Off tab.

1.Click the Time Off Tab to move to the Time Off page.

2.You can click the Add button at the bottom of the Time Off List box to add one or more Time Off Types.

3.When you click the Add button the Add Time Off Types form will open.  This form will list all the Time Off Types that are available to add to the Time Off box.  If you do not see a particular Time Off type you want to use, make sure it has already been created in the Time Off Types form.  You will not be able to select the same Time Off type more than once, so if it is already in the Time Off box it will not appear in the Add Time Off Types form.

4.In the Add Time Off Types form use your mouse to click on all the time off types you want to add to the Employee Time Off tab.  Use the Select All button to quickly select all the Time Off types listed in this form.  When you have selected all the Time Off types you want to add, click the OK button.  The Add Time Off Types form will close and all the Time Off types you selected will be added to the Time Off grid area on the Employee Time Off tab.  You will notice that all the fields are filled in exactly like they were setup in the Time Off Types form.

5.You now have the choice of modifying any of the Time Off types that were added to the Time Off grid area.  You can do this by clicking on the Time Off type you want to edit.  Then edit the fields in the Time Off Information area and Time Off to be withheld Line Item Detail, which are described below.

6.To remove a time off type that you added refer to the Deleting Employee Time Off topic.
 

Time Off Information

You can edit any of the fields for the selected Time Off Types in this area.

1.The Time Off ID field is read only and displays the Time Off ID that is selected in the Time Off List box.

2.In the Description field you can modify the default description for the selected time off type.

3.In the Eligible Date field enter the date when the employee becomes eligible to use the selected time off type.

4.The Active check box can be used to make a time off type active or inactive.  When the Active check box is deselected, the time off type will in effect be disabled and you will not be able to use it.

5.In the Hours Per Year field enter the maximum number of hours per year that the employee is entitled to.

6.In the Hours Accrued field enter the total number of hours that the employee has earned this year.

7.In the Hours Used field enter the total number of hours the employee has used so far this year.

8.In the Hours Carried Over field enter the total number of hours that the employee has left over from the prior year.

9.The Hours Left field is a read only field and is calculated based on the numbers entered in the above fields.

10.Enter the Expense Account you want to use by selecting it from the combo box.  Normally time off types are setup as expense accounts.