Understanding Rollover Information Setup for DBAs
For most types of DBAs, such as retirement plan benefits and medical plan deductions, the system carries forward year-end balances when you run the standard year-end rollover programs.
For some DBAs, such as those that track vacation and sick time, the amount of time that can be carried forward is limited. When you set up these DBAs, you must enter rollover information so that the system can calculate the balance to roll over.
The system rolls over DBAs that have:
Remaining balances.
Remaining periods.
An inception-to-date limit.
An annual carryover limit.
Deduction amounts due.
Arrearages.
You also enter rollover information to specify the table in which the system stores history for the DBA, either the Fiscal and Anniversary Year History table (F06147) or the Employee Transaction History Summary table (F06146).
You can set up vacation and sick DBAs in either of two ways:
When an employee accrues time that becomes available at a later date, you set up two DBAs.
The first DBA accrues the time. The second DBA tracks the amount of that accrued time that is available to the employee.
When an employee may take time as it is earned, you set up a single DBA to track accrued, or available, time.
Either of these scenarios might also involve a limit to the number of hours or days that an employee can carry forward into the next year. When you set up a rollover calculation table to use with DBAs, you can specify a table method of either VR (hours) or DR (days). When you specify DR as the table method, the system calculates vacation or sick accruals in days worked instead of hours worked. You might use this approach when the number of standard hours per week varies based on job types or other criteria.
The system also calculates time accrued and time taken in the pay period in which the employee rollover occurs. Time accrued or taken can be rolled over immediately if the time occurred before the employee's anniversary date in a payroll that includes the employee's anniversary date. You specify how the system treats time that is taken and accrued in the same pay period as the rollover occurs by entering a value in the Anniversary Proration Rule field on the Advanced DBA Information form.
You must also specify the date that the system uses to determine when an employee reaches their rollover criteria. For example, if an organization makes employees accrue vacation time for six months from their date of hire before that time becomes available, you enter DST (date employee began employment) in the Rollover Date Code field. The system uses this code, in conjunction with the rollover table, to determine when to roll the employee's accrued vacation time into the available DBA.
Instead of creating a separate DBA for variances, administrators can use the Inception to Date Limits field (ITD Limits) in the Employee DBA Instructions program (P050181) to specify the maximum payment amount or hours that an accrual can have at any one time. For example, an organization might have a vacation policy that allows an employee to roll over 40 hours each year to the following year, but the accrued balance cannot exceed a total of 300 hours at any one time. The system calculates the payroll cycle and year-end rollover up to the limit, and takes into account the amounts that the system has processed.
You can use this information, stored in the F06106 table, in DBAs that you base on another DBA, a union, or a calculation table. In many instances, you need to set up only one accrual type and pay type. Administrators can use these programs to specify ITD limits:
Group plan level: P059101 (Group Plan DBA Setup)
Calculation table level: P059021 (Table File Revisions)
To simplify the administration of ITD limits, you can use the Group Plan DBA Setup program (P059101) to set the limit for a group such as a union code. You can also use the Calculation Tables program (P059021) to set the ITD limit based on ranges in the calculation table, such as time of service.