Entering accruable benefit hours used during payroll check entry

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Accounting CS automatically accrues and tracks the accruable benefit hours for employees based on the benefit information you have specified in the Setup > Accruable Benefits screen. However, to ensure that employees' benefit balances are correct, it is important to input accruable benefit hours in the proper location when entering payroll checks in either the Actions > Enter Transactions screen or the Actions > Enter Batch Payroll Checks screen. Whichever method you use to enter payroll checks, click the appropriate link below to learn how to correctly enter accruable benefit hours used.

  • When entering payroll check information in the Pay section, use the horizontal scroll bar to scroll to the right. Columns for the first two accruable benefit items in your list will display following the Reg Hours, OT Hours, and DT Hours columns.

    scroll bar image

  • Enter the number of used accruable benefit hours in the appropriate column, in the same way as you would enter overtime hours worked.
  • If you need to input hours for more than two accruable benefit items, click the Ellipsis ellipsis button image button next to the description of the pay item to open the Payroll Item Distributions dialog.

    pay item distributions dialog

  • On the Rapid tab, columns for the first two accruable benefit items in your list should display under each pay item, to the right of the OT Hours column. Show me.
    enter batch columns for benefits
  • Enter the number of used accruable benefit hours in the appropriate column.
  • If you need to input hours for more than two accruable benefit items, you will need to use the Detail tab.
    • In the Pay section, click the ellipsis ellipsis button image button to the right of the description.
    • In the Payroll Item Distributions dialog, there will be columns for any accruable benefit items that did not display on the main screen. Input the hours in the appropriate column.

      pay item distributions dialog

Note: Accruable benefits should be entered as hours, not as amounts.

Additional information

When an employee uses an accruable benefit and the hours are entered correctly on the payroll check, accruable benefit balances are affected as follows.

In either the Actions > Enter Transactions screen or the Actions > Enter Batch Payroll Checks screen, you will receive a notification if the accruable benefit hours you have entered will cause a negative balance situation for the employee. Show me.  If you continue and enter the benefit hours despite the notification, the employee payroll check will reflect a negative balance.

notification dialog that the hours entered exceed the maximum available

Benefits will continue to accrue unless:

Example

Related topics

Setting up accruable benefits

Adding accruable benefits to an employee record

Showing accruable benefit information in pay section on check stubs

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