T&A Entitlement Year End Procedure - Hosted by OneAdvanced

Karishma Updated by Karishma

Entitlement Year End Procedure for T&A - Hosted by OneAdvanced

Introduction    

For customers with Time & Attendance as a solution hosted by OneAdvanced, this document explains how to perform the Entitlement Year-End Procedure. This 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:

Step 1 - 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.

The entitlement year-end process cannot be reversed. However, the entitlement database tables are backed-up each night by OneAdvanced. If the procedure fails or is not followed correctly, OneAdvanced support will use this backup to restore your entitlement records.

Step 2 - 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. It is recommended that you 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:

First check that the employees have an entitlement value for ‘Next Year’. In TMS, select an employee then the menu:  Employee > Employee Details and click the Entitlements tab at the bottom of the Employee Details screen. 

When you run the Year End procedure, the value in the `Next Year` field will move across into the `This Year` field.  Therefore, you must ensure that the `Next Year` field is correct for each employee prior to performing the Year End procedure. If the ‘Next Year’ value is incorrect you will have to enter the correct value into the `This Year` field before the Year End procedure is run. 

To modify an entitlement, click the Edit button and then select the required Entitlement from the list.

The example below shows 20.00 Days in the ‘Next year’ field. This means that after the Year End is performed, both the `This Year` AND `Next Year` fields will show 20.00 days.

The ‘Carried over’ field shows how many days the employee has carried over from the previous year and the Credit field shows any manual adjustment that has been made to the entitlement over the past year. 

Step 3 - 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):

Step 4 - 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. OneAdvanced will have a backup of your entitlement tables from the previous night.

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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T&A Entitlement Year End Procedure - On premise

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