Sick Time Tracking

Sick Time Tracking information for employees can be tracked and displayed on employee checks. You can obtain the latest updates to the Temp Plus program using the Software Updates feature from the Temps Plus menu bar under “Help, Software Updates”.

After installing the updated version, run the dbValidator program on your database(s) and tpCtrl files to add the necessary fields to your databases.

In addition, you should run the “Company Setup,  Utilities, Update grid drop down lists” item to populate the sick pay configuration table with the default values in the tpCtrl database.

All pay types that are NOT to be used in accruing hours for sick pay should have the button checked to “Exclude hours from accrual”(by default, all paytypes of 1, 2, or 3 are set to include hours in accrual).

Sick Time Tracking

Displaying Sick Time Tracking Information on the Check

After running the dbValidator program, there will be new fields available for you to use in displaying sick time information on the check stub and deposit advice (or in other reports):

  • PR3MSTR.SickTimeCarryForward
  • PR3MSTR.SickTimeAccruedThisAYear
  • PR3MSTR.SickTimeUsedThesAYear
  • PR3MSTR.AccrualAEDate

Using Crystal Reports, you can format your check format(s) to include any or all of these fields.

In addition, if you would like to display a figure displaying “Sick Time Days Available”, you can design a formula to calculate the figure to display as follows:

{PR3MSTR.SickTimeCarryForward} + {PR3MSTR.SickTimeAccruedThisAYear} – {PR3MSTR.SickTimeUsedThisAYear}

Employee Sick Time Information

Employee Sick Time Information

You can view pertinent Sick Time Tracking information for each employee from the employee’s master screen, by choosing the “Sick Time” tab. If you are logged in as “SUPER”, you can change the values for the employee if necessary.

  • Carried forward – the amount of sick time carried forward from previous years
  • Accrued this anniversary year – sick time accrued this anniversary year
  • Used this anniversary year – sick time used this anniversary year
  • Anniversary year end date – end of sick pay accrual year for the employee

Sick Time Tracking Rules Configuration

You can view the configuration rules values for sick time by selecting “Maintain, Company Setup, Maintain, System Wide, State sick time accrual rules” from the Temps Plus menu bar.

Sick time tracking rules configuration SickTimeTracking-4

You should check to make sure the rules are set properly for each state that you intend to use.

The “Anniversary Method” should equal “Work Anniversary” for the state of CA. Use the dropdown in the field to choose another method for another state if necessary.

Using Sick Time Tracking

Sick Time Tracking usage is entered and authorized in either of the standard time card entry methods in Temps Plus.

Using Sick Time Tracking

It is done by using a pay type code that has been flagged as Sick time (Pay and Expense Types maintenance in company setup,) The rate for sick pay is the average regular pay rate for the past 90 days regardless of the rate specified on the placement you are entering the hours under.) This will be automatically calculated during time entry after the sick time has been authorized,

Possible sick time authorization failure messages:

  • Employee has no accrued sick time.
  • Employee has only #.# hour(s) of unused sick time.
  • No applicable sick time rules found WHERE State=EmployeeState OR State=JobOrderState OR State=’*’ (* is default sick time rules)

!State rejected:

  • Only employed for ## days.
  • Only #.# hour(s) of sick time remaining this year.
  • ## hours (maximum) of sick time has been used this year.
  • At least x hour(s) of sick time must be taken.
  • Worked in state ## day(s).  ## days worked is required*.

When the system authorizes the usage of sick time it checks the state rules for the employee’s home taxing jurisdiction and (if the job order specifies a locality where the withholding is for a different state) the state rules for the job order and lastly, if a default set of rules is set up (state=’*’) the default rules are also checked.

This is because the accrual of the benefit hours occurs at the time the check is printed and based on where the employee was working, etc. but things may have changed when the employee wants to use the accrued benefit. He/she may no longer be working in the state where the hours were accrued. The state where the employee is currently working may not even provide a sick time benefit.

Still, the benefit the employee has accrued belongs to the employee regardless of the state they are working in. That is why having a default set of rules for sick time usage is recommended. (You can also use this default to provide a default company-wide policy for accruing sick time for working in states without sick time accruals. Just set the hours to work and the hours of sick time to accrue,etc. If you leave the hours to accrue at 0 then the default will be only be used when necessary for sick time usage.

When multiple rules are checked to authorize sick time usage, a multi-line message may appear showing the different rejection reasons for the various state rules records checked. If the time is authorized by any of the records checked then the time is authorized and no rejection message is displayed.

*If you enter hours as weekly totals rather than day by day then the system may reject a request for sick time that really should be authorized. The system looks at the work date values in the CheckHistoryDetails table and in the CurrentBatch table to check the number of unique work dates for the specified employee in the given state. You should either enter the hours day by day or lower the threshold for days worked in the SickTimeRules.

Bridgeware Staffing Software
Bridgeware Staffing Software