Process end of year carry forward
The EOY Carry Forward Worksheet page is used to move end of year (EOY) excess balances from one cause of absence code to another. The worksheet can also be used to clear balances on cause of absence codes.
Setup
Before you can use the EOY carry forward worksheet, you must perform some setup.
Cause of absence card
Certain cause of absences may have rules that allow for a specific amount of an unused balance to be carried forward into the next attendance year.
On the Cause of Absence Card page, on the Accrual FastTab, you can find the following fields that the EOY carry forward process uses:
Use Previous Year Accrual: Specifies whether Sparkrock 365 is to use the previous year accrual amount as the maximum allowable carry forward units.
EOY Carry Forward Code: Specifies the code that represents the cause of absence where the unused balance is to be moved at the end of the year by the carry forward process. The amount that can be moved forward is defined on the attendance plan and employee attendance plan.
EOY Excess Code: Specifies the code that represents the cause of absence that is used to store an amount of leave that is above and beyond the amount being carried forward into the EOY carry forward code. The amount that can be moved forward is defined on the attendance plan and employee attendance plan.
Unlimited Carry Forward: Specifies whether Sparkrock 365 is to use the existing balance on the cause of absence that is carried forward each year.
Maximum Balance: Specifies the maximum allowable balance for the cause of absence. The EOY carry forward process does not allow any carried forward balances to exceed this maximum balance.
Attendance plan
The attendance plan start month and start day determine the current year and the previous year. For example, if the attendance plan start month is September and the start day is 1, the current attendance year is from September 1, 2019 to August 31, 2020 and the previous attendance year is from September 1, 2018 to August 31, 2019.
The EOY carry forward process uses the attendance year to determine start and end dates for date filters to determine balances. This functionality only applies to the causes of absence that are attached to the attendance plan. If, for any reason, Sparkrock 365 can not determine what the parent attendance plan is, the calendar year start or end is used.
The carry forward setup on the attendance plan determines the default values for the employee attendance plan.
For each cause of absence that is eligible to have unused balances carried forward, select the Carry Forward Allowed checkbox.
For each cause of absence that has the Carry Forward Allowed checkbox selected, in Max Allow Carry Forward Units, specify a value that represents the maximum number of units that are to be moved forward.
For each cause of absence that has the Carry Forward Allowed checkbox selected and has on the Cause of Absence Card page, EOY Excess Code populated, on the attendance plan, populate Max Excess Carry Forward Units with a value that represents the maximum number of units in excess of the Max Allow Carry Forward Units that can be carried forward.
For each cause of absence that has the Carry Forward Allowed checkbox selected and where the previous year accrual amount determines the maximum number of units that are to be moved forward, select the Use Previous Year Accrual checkbox.
Employee attendance plan
The carry forward setups on the employee attendance plan are defaulted from the attendance plan, but can be changed on an employee by employee basis.
For each cause of absence that is eligible to have unused balances carried forward, select the Carry Forward Allowed checkbox.
For each cause of absence that has the Carry Forward Allowed checkbox selected, in Max Allow Carry Forward Units, specify a value that represents the maximum number of units that are to be moved forward.
For each cause of absence that has the Carry Forward Allowed checkbox selected and has on the Cause of Absence Card page, the EOY Excess Code populated, on the attendance plan, populate Max Excess Carry Forward Units with a value that represents the maximum number of units in excess of the Max Allow Carry Forward Units that can be carried forward.
For each cause of absence that has the Carry Forward Allowed checkbox selected and where the previous year accrual amount determines the maximum number of units that are to be moved forward, select the Use Previous Year Accrual checkbox.
Processing
After you have completed the setup for the EOY carry forward worksheet, you can process the end of year carry forward as follows.
To open the EOY carry forward worksheet
Choose 
, enter eoy carry forward worksheet, and then choose the related link.
The EOY Carry Forward Worksheet page opens.
To load lines
Choose
, enter eoy carry forward worksheet, and then choose the related link.The EOY Carry Forward Worksheet page opens.
On the action bar, choose Home > Load Lines.
The Load EOY Carry Forward Worksheet page opens.
In Mode, specify Carry Forward Balances or Remove Existing Balances.
In Effective Date specify the data that marks the beginning of the period to be considered.
The Effective Date determines the current year for the attendance plan.
If required, specify filters for employee and employee attendance plan lines.
Choose OK.
The worksheet is populated with data based on the details that you specified.
To post lines
Choose
, enter eoy carry forward worksheet, and then choose the related link.The EOY Carry Forward Worksheet page opens.
On the action bar, choose Home > Post.
Entries are created on the Employee Absences page and data is cleared from the worksheet.
Remove existing balances
The remove existing balances option changes the balance to zero on all causes of absence where on the Cause of Absence Card page, Unlimited Carry Forward is turned off and EOY Carry Forward Code is blank.
A reversing entry is created in the worksheet for each cause of absence balance. Reversing entries are made at the end of each attendance year. If transactions exist for multiple years, one reversing entry is generated for the end of each year. This design provides better visibility and an audit trail.
If, for some reason, Sparkrock 365 can not determine to which attendance plan the cause of absence belongs, Sparkrock 365 uses the end of the calendar year that the entry was created for the reversing entry.
For example, an employee has the following employee absence entries:
| Employee No. | Employee Full Name | From Date | To Date | Cause of Absence Code | Description | Quantity | Unit of Measure Code | Status |
|---|---|---|---|---|---|---|---|---|
| E0010 | John Smith | 5/1/2018 | 5/1/2018 | EDUCATION | Education Leave | 7 | HOUR | Approved |
| E0010 | John Smith | 5/1/2018 | 5/1/2018 | EDUCATION | Education Leave | -28 | HOUR | Approved |
| E0010 | John Smith | 11/1/2018 | 11/1/2018 | EDUCATION | Education Leave | -17 | HOUR | Approved |
The reversing entries are performed by attendance year. The Description for the reversing entries show the year of the last month in the attendance year.
The following table is an example of how the data appears in the EOY carry forward worksheet.
| Type | Employee No. | Employee Full Name | Attendance Plan Code | Cause of Absence Code | Maximum Balance | From Date | To Date | Description | Quantity | Max Allowable Carry Forward Units | Mas Excess Carry Forward Units |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Remove Existing Balances | E0010 | John Smith | ETFO | EDUCATION | 0.00 | 8/31/2018 | 8/31/2018 | Reverse entry for year 2018. | 21.00 | 0.00 | 0.00 |
| Remove Existing Balances | E0010 | John Smith | ETFO | EDUCATION | 0.00 | 8/31/2019 | 8/31/2019 | Reverse entry for year 2019. | 17.00 | 0.00 | 0.00 |
Posting the entries in the worksheet causes employee absence records to be created that bring the one or more balances to zero at the end of each attendance year.
The following table is an example of the the data appears on the Absence Registration page.
| Employee No. | Employee Full Name | From Date | To Date | Cause of Absence Code | Description | Quantity | Unit of Measure Code | Status | HR Company Code |
|---|---|---|---|---|---|---|---|---|---|
| E0010 | John Smith | 8/31/2018 | 8/31/2018 | EDUCATION | Reverse entry for year 2018. | 21 | HOUR | Approved | ER 1 |
| E0010 | John Smith | 8/31/2019 | 8/31/2019 | EDUCATION | Reverse entry for year 2019. | 17 | HOUR | Approved | ER 1 |
Carry forward balances
The carry forward balances option carries forward balances on all causes of absence where on the Attendance Plan page, Carry Forward Allowed is selected and on the Cause of Absence Card page, Unlimited Carry Forward is turned off.
When carrying forward balances, Sparkrock 365 generates two entries in the worksheet. One entry clears the existing balance from the cause of absence and the other entry carries the balance forward into the EOY Carry Forward Code, EOY Excess Code or both.
Sparkrock 365 determines the carry forward amount based on previously defined setups from the cause of absence and attendance plans.
If on the Cause of Absence Card, Use Previous Year Accrual is turned on, Sparkrock 365 uses the prior year accrual amount as the value for Max Allow Carry Forward Max Units.
If on the Cause of Absence Card, Use Previous Year Accrual is turned off and the value in Max Allow Carry Forward Units is greater than 0, the carry forward amount for the cause of absence is limited to and does not exceed the value for Max Allow Carry Forward Units.
Sparkrock 365 determines each employee balance for the cause of absence codes where on the Attendance Plan page, the Carry Forward Allowed checkbox is selected. After the employee balance is determined, the balance is compared against the value in Max Allowable Carry Forward Units.
If the employee balance is less than or equal to the carry forward amount, Sparkrock 365 performs the following actions:
Creates a negative entry to remove the balance one day before the start of the attendance plan year.
Creates a positive entry to add the balance to the EOY carry forward code with a Source Type of Carryover and on the first day of the attendance plan year.
If the employee balance is greater than the carry forward amount, Sparkrock 365 performs the following actions:
Creates a negative entry to remove the balance one day before the start of the attendance plan year.
Creates a positive entry to add the balance to the EOY carry forward code. The entry does not exceed the value in Max Allow Carry Forward Max Units with a Source Type of Carryover and on the first day of the attendance plan year.
If the remaining balance after the value in Employee Balance – Max Allow Carry Forward Units is greater than 0 and the cause of absence EOY Excess Code value is not blank, Sparkrock 365 creates a positive entry to add the remaining balance to the EOY excess code not to exceed the value in Max Excess Carry Forward Units with a Source Type of Carryover and on the first day of the attendance plan year.
The carry forward amount never exceeds the Maximum Balance on the receiving cause of absence code. The following table includes examples of how carry forward entries appear in the EOY carry forward worksheet.
| Type | Employee No. | Employee Full Name | Attendance Plan Code | Cause of Absence Code | Maximum Balance | From Date | To Date | Description | Quantity | Max Allowable Carry Forward Units | Mas Excess Carry Forward Units |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Remove Existing Balances | E0315 | John Smith | ETFO | SL 100 | 0.00 | 8/31/2019 | 8/31/2019 | Reverse Entry for year 2019. | -42.00 | 40.00 | 5.00 |
| Carry Forward Balances | E0315 | John Smith | ETFO | STIP TU | 35.00 | 9/1/2019 | 9/1/2019 | Carry over from previous year 2019. | 35.00 | 0.00 | 0.00 |
| Remove Existing Balances | E0329 | Jane Smith | ETFO | SL 100 | 0.00 | 8/31/2019 | 8/31/2019 | Reverse Entry for year 2019. | -32.70 | 40.00 | 5.00 |
| Carry Forward Balances | E0329 | Jane Smith | ETFO | STIP TU | 35.00 | 9/1/2019 | 9/1/2019 | Carry over from previous year 2019. | 32.70 | 0.00 | 0.00 |
| Remove Existing Balances | E0331 | Martha Smith | ETFO | SL 100 | 0.00 | 8/31/2019 | 8/31/2019 | Reverse Entry for year 2019. | -33.00 | 40.00 | 5.00 |
| Carry Forward Balances | E0331 | Martha Smith | ETFO | STIP TU | 35.00 | 9/1/2019 | 9/1/2019 | Carry over from previous year 2019. | 33.00 | 0.00 | 0.00 |
| Remove Existing Balances | E0332 | Jasper Smith | ETFO | SL 100 | 0.00 | 8/31/2019 | 8/31/2019 | Reverse Entry for year 2019. | -31.79 | 40.00 | 5.00 |
| Carry Forward Balances | E0332 | Jasper Smith | ETFO | STIP TU | 35.00 | 9/1/2019 | 9/1/2019 | Carry over from previous year 2019. | 31.79 | 0.00 | 0.00 |
After the worksheet has been reviewed, the lines can be posted. The posting process causes the carry forward entries to be recorded as employee absences with a Source Type of Carryover.
The following table includes examples of how carry forward entries appear on the Employee Absences page.
| Employee No. | From Date | To Date | Cause of Absence Code | Description | Quantity | Unit of Measure Code | HR Company Code | HR Pay Code | Source Type |
|---|---|---|---|---|---|---|---|---|---|
| E0315 | 8/31/2019 | 8/31/2019 | SL 100 | Reverse Entry for year 2019. | -42 | HOUR | ER 1 | EARN SICK PAY | Carryover |
| E0315 | 9/1/2019 | 9/1/2019 | STIP TU | Carry over from previous year 2019. | 35 | HOUR | ER 1 | EARN SICK TU | Carryover |
See also
Attendance and leave management
Set up absence top ups based on occurrence or credit
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