Flex Time

The following topic outlines the steps involved in setting up and using accrual rules that permit employees to bank (accrue) time, which can be later used for time off.

Step 1 - Create and assign the flex time task:

Select the Project Assignments view (Menu > Views tab > Employees & Projects > Project Assignments).

1. Create the task against which employees will track time when they are using up their banked time (e.g. Banked Time).

2. Assign this task to the Leave/Absences project and assign all applicable employees to this task. When banking time, employees can track time against any project, but when using up their banked time, employees must track time against this task from the Leave/Absences project.

Step 2 - Create a Leave/Absence rule:

From the Leave/Absences view (Menu > Setup tab > Leave/Absences Rules).

1. Select an existing rule or create a new Leave/Absence rule. (i.e. Flex Time rule)

2. Click the New button near the bottom of the view.
   
   
    

3. Enter the details for the Accrual Rule in the appropriate boxes and check that 'Flex Time Only' is selected from the calculate drop-down list. (i.e. the picture above shows an accrual rule that accrues 1 hour for every 1 hour worked).

4. Click OK.

5. Click Save.
    

Step 3 – Creating an overtime rate for flex time:

From the Overtime Rates view (Menu > Views tab > Overtime Rates).

1. Create a new overtime rule (ex. Flex Time OT).

2. Enter a prorating of 0 for this overtime rate.

3. Click Save.

When banking time, employees must select this Overtime rate for the task they are tracking time against (step 5 below).

Step 4 - Assign the Leave/Absence rule and Overtime Rate to the employee:

Select the Project Assignments view (Menu > Views tab > Employees & Projects > Project Assignments).

1. Select the employee from the Employee list pane on the right side of the screen.

2. Click the properties button on the employee list toolbar to display the employee properties window.

3. From the Wage Overtime list, click on the Flextime overtime rate (Flex time OT).

4. Select the Additional tab at the bottom of the window.

5. Select the Leave/Absence rule used in Step 2 from the Leave/Absences rule drop-down list box. Skip this step if the Leave/Absence rule is already applied.

6. Click Done to automatically save the information and close the window or use the Next Record button (or Previous) to browse to other employees. Clicking the Next (or Previous) buttons automatically saves any changes made.

7. Apply this Leave/Absence rule and Overtime rate to all other applicable employees who need to bank time.

Step 5 – Accruing time:

• To accrue/bank time, an employee can track time against any task other than the flex time task created in Step 1 (Banked Time).
• When tracking time, the employee must make sure to select the Overtime rate created in Step 3 (ex. Flex Time OT).

Employees can view the time accrued by running the Vacation and Leave by Employee report. Only approved banked time is displayed in the report.

Step 6– Using the accrued time:

To use accrued time, an employee must enter time against the Leave/Absences project and the flex time task that was created in Step 1 (ex. Banked Time).

When using accrued/banked time, an overtime rate does not have to be selected.