Entering Rollover Information for DBAs

Employees can earn or hold balances for some DBAs that the system must carry over, or roll over, from one year to the next. When you set up the DBA, you must enter rollover information so that the system can calculate the balance to roll over.

The system rolls over DBAs that have any of the following:

• Remaining balances

• Remaining periods

• An inception-to-date limit

• An annual carryover limit

• Deduction amounts due

• Arrearages

You also enter rollover information so that the system can store history for the DBA.

For most types of DBAs, such as Registered Retirement Savings Plan (RRSP) benefits and medical deductions, the system carries forward year-end balances when you run the standard year-end rollover programs.

You can set up vacation and sick DBAs in either of the following ways:

• When an employee accrues time that becomes available later, you set up two DBAs. The first DBA accrues the time. The second DBA tracks the amount of time that is available to the employee.

• When an employee may take time as they earn it, you set up a single DBA to track accrued time.

Either of these scenarios might also involve a limit to the number of hours that an employee can carry forward to the following year.

Note:

You cannot relate a pay type to multiple DBAs that you base on different rollover years. For example, your organization might use the following vacation accruals:

One accrual for office workers that rolls over balances at the end of the standard year.

One accrual for factory workers that rolls over balances on employees' hire dates To record employees' vacation time taken, you must use separate pay types for each of these accruals.

See also:

• See Entering Rollover Information for a DBA in the JD Edwards World Canadian Payroll Guide Volume II for more information.

Example: Limit on Vacation or Sick-Leave Rollover

Your organization's vacation or sick-leave policy might state that employees cannot carry forward more than 80 hours from one year to the next.

To administer this policy, you set up a calculation table that allows only 80 hours to roll over to the following year. The table is associated with the DBA that tracks availability.

The available amount might include a beginning balance from a prior year.

The system compares the balance with the limit on the table. The system does not roll over any amount to the new year that is over the limit.

Alternatively, your organization's vacation or sick-leave policy might state that employees cannot carry forward hours from one year to the next. To administer this policy, you define 0 (zero) as the limit in the rollover calculation table.

Example: Vacation Rollover for Time Not Immediately Available

Your organization's vacation policy might state the following:

• Employees accrue vacation time at the rate of four to ten hours per month, based on years of employment.

• Employees may take vacation time in the calendar year following the year in which they earn the vacation time.

To administer this vacation policy, you set up the following:

• A pay type (such as 815, Vacation Pay) that tracks the vacation time that an employee uses.

• An accrual (such as 8015, Vacation) that tracks the vacation time that an employee earns. The accrued time rolls over to a second DBA that tracks the available vacation time. Accrued time is not available until it rolls over.

• An accrual (such as 8016, Vacation Available) that tracks the vacation time that is available to the employee. The accrual rollover table that is associated with the second DBA establishes the limit on the amount of vacation time that can roll over to the following year.

When you set up accrual 8016, Vacation Available, you enter the following rollover information:

• In the Benefit/Accrual Type field, enter V (Vacation Pay).

• In the Rollover Table field, enter the table code of the table that you just created so that the mandated amount rolls over.

• In the first Related PDBAs field, enter the number of the pay type that you use for vacation pay.

• In the next Related PDBAs field, enter the DBA number of the accrual that represents accrued but not yet available hours.

When you run the rollover program, the system calculates the balance to roll over by adding the accumulated and available balances and then subtracting the vacation time that the employee has taken.

You would not enter any information on the Rollover Setup Window for accrual 8015.

Note:

You can create as many pay types and accruals as you need. For example, you can have many accrual DBAs that roll over to a single available DBA. You can also have many pay types that roll over to a single available DBA.

Example: Vacation Rollover for Time Immediately Available

Your organization's vacation policy might state the following:

• Employees may take vacation time as they earn the time.

• Employees accrue vacation time at the rate of four to ten hours per month, based on years of employment.

• Employees cannot accumulate more than 80 vacation hours from the start to the end of the DBA (the calendar or fiscal year) unless they take the time during the term of the DBA.

To administer this vacation policy, you would set up the following:

• A pay type (such as 811, Vacation Pay) that tracks the vacation time that an employee takes

• An accrual (such as 8011, Vacation) that tracks the vacation time that an employee earns

When you set up accrual 8011, you would do the following:

• In the Benefit/Accrual Type field, enter V (Vacation Pay).

• In the Rollover Table field, enter the table code of the table that you just created so that the mandated amount rolls over.

• In the Related PDBAs field, enter the number of the pay type that you use for vacation pay (811).

When you run the rollover program, the system calculates the balance to roll over by subtracting the vacation time taken from the vacation time earned.

Before You Begin

Set up the pay types that you will use to calculate the balance for the DBA that requires rollover information.

To enter rollover information for a DBA

Navigation

From Pay/Deductions/Benefits (G7742), choose DBA Setup

1. On DBA Setup, complete the steps for setting up an accrual.

2. Choose Rollover Setup Window (F19).

3. On Rollover Setup Window, choose Rollover Table (F17) to define carryover limits.

4. On Calculation Tables, enter R in the Table Type field.

5. Enter VR in the Table Method field.

6. Enter the number of months of service from the original hire date in the following fields:

   • Lower Limit

   • Upper Limit

7. Complete the following fields:

   • Table Code

   • Amount/Rate

8. Click Add.

9. Choose Rollover Setup Window (F19).

10. On Rollover Setup Window, complete the following fields and click Enter:

    • Benefit/Accrual Type

    • Rollover Table

    • PDB

Field	Explanation
Table Type	A code that defines the purpose of the table. Valid values are: D – The system uses the table to calculate DBAs. R – The system uses the table to determine limits for rolling over sick and vacation accruals.
Table Method	A user defined code (00/UM) that designates any unit of measure that is appropriate for an employee's time and pay.
Table Code	A numeric code that identifies this table in the Generic Table Constants table (F069026).
Amt./Rate	The amount or rate that the system uses to calculate a DBA. When you enter 1, 2, 3, 4, 5, or 6 as the method of calculation, you must enter a value in this field to use in the calculation in conjunction with the basis table. For example, if you create a calculation table for vacation rollovers and enter 80 in this field, any amount that exceeds 80 does not roll over to the following year. Therefore, an employee who has 92 hours of available vacation at the end of the year loses 12 hours of vacation time and begins the new year with 80 hours of vacation time.
Bnft/Accrl Type	A user defined code, 07/SV, that specifies whether the benefit or accrual type is sick, vacation, holiday, leave, or other. The system uses this code to print sick and vacation accrual balances on the payment stub.
Rollover Table	The identification number of the rollover table that the system uses to limit the amount rolled over for an accrual. For example, you can base the limit on an employee's months of service. You can set up the table so that an employee with 0 through 12 months of service can roll over up to 40 hours at year-end and an employee with 13 through 999 months of service can roll over up to 80 hours.
PDBA	The number and description of the PDBA that you want the system to use to calculate the corresponding PDBA. This number is the beginning number in the range that is the basis of the calculation. Screen-specific information For rollover setup, this is the number and description of the PDBA that the system uses to calculate a remaining balance, for example, a pay type that deducts from the current balance. The remaining balance becomes the beginning balance for the new year.
Table Type	A code that defines the purpose of the table. Valid values are: D – The system uses the table to calculate DBAs. R – The system uses the table to determine limits for rolling over sick and vacation accruals.