Time Systems Support

Summary

Benefits Page


Using benefit policies, XactTime can automatically calculate benefits for your employees.
These calculations are based upon rules that account for accrual methods, seniority rules,
and other factors. Benefit time taken is automatically subtracted from the available benefits
so that balances are always accurate.
XactTime allows for an unlimited number of policies so that you can accommodate different
situations within your company. After the policies are created, you assigned them to
employees within the company. You may assign policies to employees from the Benefits,
Add Employee, or Edit Employee pages.



Selected Benefit Policy Section
The Selected Benefit Policy section displays the currently selected benefit policy. The
settings for this policy are displayed under the heading “Policy Name” on the right side of
the page.
The Selected Benefit Policy section contains the following items:



Setting/Description


Add Click Add to add a new benefit policy.
Delete Click Delete to delete the selected policy.
Policy Name Displays the name of the currently selected policy.
Members Displays the number of employees that are assigned
to the currently selected policy.
Clicking Members shows the names of those employees assigned to the selected policy.

1. In the Selected Benefit Policy section, click Add. The new policy appears as New Policy in the Selected Benefit Policy section and can be modified on the right side under Policy Name.

Delete a Benefit Policy

1. In the Selected Benefit Policy section, verify that the policy displayed is the one you wish
to delete. (If not, select the policy from the List of Policies section.)
2. In the Selected Benefit Policy section, click Delete. The Confirmation page loads.
3. To complete the deletion, click Yes, or to cancel and return to the Benefit Policies page,
click No.

Edit a Benefit Policy

1. In the Selected Benefit Policy section, verify that the policy displayed is the one you wish
to edit. (If not, select the policy from the List of Policies section.)
2. Select the pay type you wish to modify by clicking on the link name.
3. Modify the settings in the selected Benefit Pay Type as described in Benefit Policy Setting illustrated below.

List of Policies Section

The List of Policies section displays all the benefit policies available . The currently selected policy displays in black text in the list and in the Selected Benefit Policy section at the top of the screen.



Select a Benefit Policy

1. In the List of Policies section, click the link for the policy you wish to edit. The selected benefit policy appears in the Selected Benefit Policy and Policy Name sections.

Benefit Maintenance Section

The Benefit Maintenance section allows you to manually recalculate or Pay Benefits for an employee’s benefits.



Calculation – Recalculate Option - Recalculates all benefits for one or for a group of employees from a selected date.

Pay Benefits - This option allows employee accrued pay types to be paid out on a specific transaction date. This process will give all employees a balance of zero on every pay type selected. All negative balances will be displayed on this page but no transactions will be created.

Group Assignments Section

The Group Assignments section enables you to assign employees to the currently selected
policy. You may assign all employees or selected employees to the current benefit policy.



Policy Name Section
Benefit policies are made up of several different categories of information. The following sections describe these categories and their settings.
Note: If you are editing a benefit policy, you can click the link for the section (or pay type)that you wish to expand.
Note: It is important to click Apply Changes after modifying each section.



Benefit Policy Name:

This section displays the name of the currently selected policy.
1. Enter a name for this policy.
2. To complete the entry, click Apply Changes . Note: The changes will not be saved if you do not click Apply Changes.
3. Under the Policy Name section, click Add Pay Type. The Adding Pay Type to Benefit Policy page appears.



4. Select the pay type you would like to add to this benefit policy by clicking on the link. The pay type heading will appear. The settings in this section determine the method by which XactTime will accrue this pay type within this policy.



5. Fill in the settings as appropriate:
a. Delete Pay Type: Allows the user to delete this pay type from the selected policy.
b. Frequency: Determines the frequency that Accrued Time is granted and the frequency that Time is accrued at. Choices are: Daily, Weekly, Per Pay Period,
Monthly, Quarterly, Semi-Annually and Annually.
c. Accruing Calculation: Determines how accrued hours are calculated based upon
one of two states: on Time Passed (as time passes, 1 day or month) or Hours
Worked (Based on a preset amount of hours). For Percent of Hours Worked, enter
Number of hours per year based upon (2080 is 40 hours per week for 52 weeks).
Select Percent of Hours can’t exceed 100% if accrued hours cap at 100%. Select
Exclude Overtime from hours worked calculation employees do not accrue benefit
time on overtime hours.
d. Restriction: Defines daily restrictions for required hours worked, restrict from accruing for a certain length of time form hire date and an employee probation period where time is accrued by no granted while employee is on probation.

e. Rules: Defines rules for accruing benefits. Allows one or multiple rules for Benefit
policy. All assigned rules will show in Rules Section. To add a rule, click Add Rule.
i. Start months, defines the month from hire date that benefit rule begins. The
starting date should be 0 to start at day 1. A “1” in this field will start accruals after
one month of work.
ii. End months, defines the month form hire date that benefit rule ends.
iii. Hours to Accrue on a X basis:, where XX is the selected accruing basis. Enter in
desired amount.
iv. Cap available benefit hours at: Caps hours at a specific value. A cap limits the
maximum number of hours an employee can have available for this benefit.
When an employee's available benefit balance reaches the cap, they will stop
having time granted until their available balance falls below the cap.
v. All hours accrued over the cap should be transferred to: allows for accrued hours
accrued over the cap to be transferred to another Benefit Pay Type.
vi. At a factor of: determines the factor used in transferring the hours. This factor is
used to multiple the transferred hours, IE, factor .5 would give 1 hour transferred
for every 2 hours of benefit time.
vii. Cap annual used benefit hours at: limits the hours an employee can use for one
benefit year, IE, if cap set to 80, employee can only use 80 hours of benefit time
for the assigned annual benefit year.
viii. Maximum hours to carry over year to year: sets maximum hours that can be
rolled over to new accrual year.
f. Reset Date: Defines the reset date for the Benefit Pay Type and when the next
benefit period begins.
i. Calendar Year (January 1).
ii. Benefit Start Date (assigned to each employee in Employee Edit screen)
defaults to employee hire date.
iii. Other – enter month and day (07/01).
g. Misc Settings: There are several options to set here.
i. Allow up to XX negative hours. This option allows an employee’s negative
available balance to be limited to a specific amount.
ii. Warn when employee goes below allowance, but allow the transaction to occur.
Warns administrator when amount being given takes balance below allowance.
iii. Display warning when employee goes into negative. Displays warning when
balance goes negative when benefit type is given.
iv. Allow Adjustments to exceed cap. Allows administrator to adjust benefit balance
beyond cap.
v. Disable benefit calculations. Disables benefit rules engine, allows for imported
balances or manual adjustments only. Note: No rules will be applied to benefit
balances. This setting is useful if another application is calculating your
benefit accruals, and you are importing them into XactTime to display to
your employees.
vi. Include future time taken in the time used total for each benefit. Adds any
assigned benefit type for a future date to the time used total.
vii. Display this benefit type on the employee home page. This will allow each
employee to see this benefit Pay type on their Employee home page.
viii. Allow employee to request time off for this benefit type should be checked if you
wish to allow your employees to request time off for this particular benefit type
from their home page.
h. To complete the entry, click Apply Changes. Note: The changes will not be saved if
you do not click Apply Changes.
Repeat steps 3 thru 6 as necessary to add all the pay types for the selected policy.