T&A Entitlement Year End Procedure

Karishma Updated by Karishma

Entitlement Year End Procedure for T&A

Introduction    

This document explains how to perform the Entitlement Year-End Procedure which allows you to reset the entitlements for all employees to the start of a new year. This procedure should be performed after each entitlement reaches the end of its specified year. Any entitlement to be carried over will then be calculated automatically.

The year start and year end may vary for different entitlements. For example, the holiday entitlement year may run from January to December, whereas the training entitlements might run from April to October. Your current Start and End Dates can be confirmed by clicking on the menu: System > Entitlements.

If you use individual entitlement years (i.e. different year start and end dates for each employee), you should still perform this procedure once a year so that the default settings remain correct for any employees who do not have individual entitlement years set up.

Please note you will also need to carry out this procedure separately for each entitlement type you have defined (even if the year ends on the same date) ie - Toil

Preparation for the Year End Procedure:

Firstly confirm that all changes to previous year’s entitlements has taken place. This means that any annual leave entries should be entered or populated for the previous year prior to the year end taking place. Otherwise the carry over figure for employee’s will be incorrect.

Before performing this year-end procedure, it is recommended that you or your IT Department complete a back-up of the entitlement tables; TMSENT, TMSENTCO and TMSEMPEN. This is done by running SYSGEN.exe and downsizing the three tables. Sysgen can be found in the WINTMS folder.
Please note: Generic Admin accounts won't have access to Sysgen, it would need to be the master account or a FULL ACCESS admin account. 

Now that you have a local copy of the three tables in your data folder, you need to copy them into a new folder for safe-keeping. Navigate to the data folder for T&A, it’s location can be confirmed by running LOCALCFG.exe from the WINTMS folder.

Once in this location, create a new folder to store the backup of the entitlements in and then copy them into the folder.  This is done because any future downsizes of data done in TMS would overwrite the table copies again. Since we have them in a new folder they will be safe.

Watch the video tutorial on Step 1 - BackUp:

It is recommended that you run the ‘Entitlement Report’ (available from the menu: Reports > Custom Reports) to check that the relevant employees have taken their entitlement for the previous year and also save a copy of the report for future reference.

Watch the video tutorial on Step 2 - Run Entitlement Report:

How to perform the Year End Procedure:

Next you can complete the Year End procedure in T&A. To do this go to System -> Entitlements in WINTMS.

Select the required Entitlement by clicking the appropriate tab at the base of the form then click the Year end button.  Please note you can ONLY perform this after the date shown for ‘End of current year’.

If you attempt to perform the Year End procedure prior to the end date, the following window will open stating that the current year is still in progress. You will need to wait until after the end date before this procedure can be completed. Click OK then Close to return to the main T&A screen.

A Process year end window will open. The Start and End of New Year fields are populated automatically by T&A based on the dates of the previous year. If you need to alter these dates you can either enter the new dates directly into the fields or use the calendar.  Please ensure you check the start and end dates are correct prior to proceeding.

You must then select one of the four Carryover options:

  1. Select None if you do not wish any entitlement to be carried over to the New Year.  
  2. Select All if you wish to carry over all unallocated entitlement i.e. both positive and negative. 
  3. Select Positive only to carry over any entitlement still owing from the previous year i.e. not taken by an employee.  
  4. Select Negative only to carry over any NEGATIVE entitlement i.e. entitlement that is to be taken away from the employee.

Once you have selected a Carryover option, click ‘OK’ to proceed and perform the Year End procedure for the Entitlement. Alternatively, click Cancel to return to the previous entitlement screen.  

T&A will automatically adjust the associated Start and End dates on the entitlement form and any ‘This Year’, ‘Carryover’ and ‘Credit’ values.  You can verify that this has been performed by checking that the date range has changed to the new year within the Employee Entitlements screen via the Employee menu: Employee > Entitlements 

  • For any other entitlements requiring a Year End, repeat from step 2 and select the appropriate entitlement tab located at the bottom of the Entitlements window.
  • If you are also using Web T&A or the Silverlight module of T&A, then your IIS will need to be reset by your IT Department to read these changes. To do this, type IISRESET at a command prompt on the web server. Please be aware that this will reset the connections of all people connected to websites on this server and force them to log in again.

Watch the video tutorial on Step 3 - Complete Year End Process:

Individual Entitlement Year (Follow ONLY IF applicable to your organisation):

If you use individual entitlement years (i.e. different year start and end dates for each employee), you should still perform this procedure once a year so that the default settings remain correct for any employees who do not have individual entitlement years set up.

Watch the video tutorial on Step 4 - Run Individual Year End Process:

Further Information: 

As stated in the introduction section, once this procedure has been performed it cannot be reversed within T&A. Should you need to reverse the procedure then please make sure to backup the 3 TMS Entitlement Tables as instructed above.

Should you require any assistance or have any questions about the instructions then please contact T&A Support by raising a ticket via our support portal website by clicking here. Alternatively, please call 0330 726 0090.

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