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How to set up PTO Manager to accrue a specific number of hours based on the number of years employed

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This article describes how to set up accrual schedules in PTO Manager for Microsoft Dynamics GP to accrue a specific number of paid time off (PTO) hours per pay period. The accruals are based on the number of years of employment, regardless of how many hours the employee works during the period.

Applies to:   Microsoft Dynamics GP
Original KB number:   949763

More information

Consider the following example:

New employees do not accrue PTO time for the first three months of employment. Employees employed from three months to 2.99 years accrue 3.69 hours of PTO time. Employees employed from three years to 8.99 year accrue 4.46 hours of PTO time. Employees employed nine years and longer accrue 5.24 hours of PTO Time. Employees cannot use PTO time that is accrued until after the first six months of employment. The following steps describe how to set up the accrual schedule in PTO Manager based on this example:

Set up the accrual schedule

  1. Use one of the following options

    • In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to Payroll, point to PTO Manager, and then select Accrual Schedules.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Setup, point to Payroll, point to PTO Manager, and then select Accrual Schedules.

  2. In the Schedule Code field, type a new schedule name.

  3. In the Range Based On list, select Years Worked.

  4. In the Maximum Hours Based On list, select Per Pay Period Variable.

  5. To create the first range, use the following information:

    • From: 0
    • To: .25
    • Calculation Factor: 0
    • Maximum Hour: 0

    The first range shows that no PTO time is accrued for the first three months of employment.

  6. To create the second range, use the following information:

    • From: .26
    • To: 2.99
    • Calculation Factor: 9.99999
    • Maximum Hours: 3.69.

    The second range shows that anyone employed from three months to 2.99 years accrues 3.69 hours of PTO time per period regardless of the number of hours they worked during the period. For example, when an employee works 1 hour, the calculation factor of 9.99999 is used to calculate 9.99999 hours of PTO time. However, the maximum of 3.69 would override this calculation.

  7. To create the third range, use the following information:

    • From: 3.00
    • To: 8.99
    • Calculation Factor: 9.99999
    • Maximum Hours: 4.46

    The third range shows that anyone employed from three years to 8.99 years of employment accrues 4.46 hours of PTO time per pay period.

  8. To create the fourth range, use the following information:

    • From: 9.00
    • To: 999,999.99
    • Calculation Factor: 9.99999
    • Maximum Hours: 5.24.

    The third range shows that anyone employed nine years or longer earns 5.24 hours of PTO time per pay period.

  9. Select Save, and then close the Accrual Schedule Setup window.

Assign the accrual schedule to the employee

  1. On the Cards menu, point to Payroll, and then select PTO.
  2. In the Employee list, select an employee.
  3. Select the Use Custom Accrual Method check box
  4. In the Vacation Accrual Schedule 1 list, select the accrual section you created in the "Set up the accrual schedule" section, and then select Select.
  5. In the Vacation Waiting Period area, in the Waiting Period Expires field, type a date that is six months after the employee hire date.
  6. Select Save, and then close the Employee PTO Setup window.