Tips For Using the Accruals Feature in TimeClick

TimeClick® is a simple and intuitive time clock software used to track employee time. In less than two minutes, employees can be trained to clock in/out, view their hours, and change their password. The administration functions are easy to use in most respects. However, some features must be adaptable to unique company situations. The price of that flexibility is a bit of extra set up, so we’re here to help you understand TimeClick’s accruals and how to get the most out of them.

Accrued time options                 

TimeClick allows you to track Sick, Vacation, and Paid Time Off (also referred to as PTO or Personal Time Off). You have the option to automatically accumulate these per hour worked or by the pay period. This allows you to distribute their accruals evenly over the course of the year. If awarding these hours in an annual lump sum works well for your business, you may continue to operate that way within TimeClick.

Steps for initial setup

  1. From the administration mode, go to the Accruals & Misc. tab and choose Categories By Hour (1, 2, 3, or 4) or Categories by Pay Period (A, B, C, or D). Check the Enable Accrual Feature box and define the rates for each category.
  2. Make each employee eligible. Go to Employees>>Edit Employee Record>>Misc. Check the applicable boxes for whichever accrual types you use.
  3. Still within the employee’s record, select the Accruals In the upper right, choose category 1-4 for hourly or A-D for pay period. In the 3 boxes to the left, you can manually enter current balances of accrued time. This is also where you would award the annual lump sums.

TimeClick accrual categoriesEmployee EligibilityEmployee accrual bank

Adding accrued time earned

When you run the Individual, Department, All Employee, or Combined Hours and OT reports, you will be given three options; Review Only DO NOT Update File (default), DO UPDATE Accrual File, or REPLACE Previous Hours Accrued Data. Review Only allows you to run this report as often as necessary so you can monitor and make adjustments. Once you are satisfied that the employee times are correct, it is safe to run the report and select DO UPDATE. This should only be done once for any time period—if you choose to update twice for the same interval, the software will add it twice. The third option (REPLACE Previous Hours) is only for situations where you want to zero out unused time. For example, a company may distribute .5 Sick Hours per week to each employee, but accumulated sick does not roll over from year to year and every January 1st those banks are reset to zero.

Deducting accrued time used

To deduct Sick, Vacation, or PTO from the employees accrual balance, the administrator will enter those hours in Modify Times. When you are finished, go to Reports>>Other Reports>> and run the desired Sick/Vacation/PTO report. Again, you will have the choice to Review Hours Used or Update Available Accrued Hours With Hours Used. You should run the Update once for each pay period/time interval. Running an update twice will deduct the hours a second time.

Other suggestions

Do the updates on a consistent schedule. We suggest running the All Employee Hours report and the Sick/Vacation/PTO report(s) at the same time you do payroll, though doing these for a calendar month would work just as well (as long as you adjust the pay period accrual rates proportionately).

Calculating hourly rates. There are approximately 2080 full time work hours in a year. To figure out the hourly accrual rate, divide the desired annual amount of Sick/Vacation/PTO by 2080. For example: If some employees earn 120 hours of PTO annually, then dividing 120 by 2080 yields a rate of .0577 for every hour worked.

Use Categories By Hour and Categories By Pay Period at the same time. You can structure it so part time employees accumulate Sick/Vacation/PTO at an hourly rate, while full time employees receive a fixed number of hours for each weekly pay period.

Keep a record. Run a PDF/XPS of Accruals report (found in Reports>>Other Reports) to act as a backup. To do this, you’ll need to set up your print preferences. By keeping an electronic copy of this on your desktop, you’ll always have a record to restore from in case you accidentally forget or duplicate an update.

Additional support options

Once the TimeClick accrual feature is setup properly, it is a powerful tool that allows you to track all your employees’ accrued time. In addition to the procedures and techniques listed above, we offer video tutorials on our website. Customers with annual support plans also have access to live, one-on-one training any time during our normal business hours. You can reach us at support@timeclick.com or (435) 753-4102.

Adam M.


Author Bio: Adam splits time between Chicago and Logan, UT. He has a background in engineering, the service industry, and print, which makes him a technically proficient and patient/friendly communicator for TimeClick. He enjoys building and racing motorcycles (with a particular love of Italian bikes), exploring the regional national parks and forests, and is a nationally accomplished bridge player.

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