Daybreak Canadian Payroll/Human Resources System	Table of Contents

• A. Description
• B. Setup Procedures
• C. Entering Banked Time
• D. Withdrawing Banked Time
• E. Journal Adjustments to Banked Time

Banking Time is an optional feature that you may use if your company policy allows for it. This document will detail the setup and procedures required if you do want to bank time.

In brief: Time to be deposited or withdrawn from an employee's time bank (hereinafter referred to as an Hourbank) is entered via transactions in the Employee-Time, Crew-Timesheets and Journal Entries programs and is posted to each employee's Hourbank when a pay record is created either via the Batch or Manual Cheques programs. All hours banked will be extended to straight-time hours and amounts. Hours withdrawn will therefore be at straight-time.

The following screen shows a portion of the Banked-Time report which will be used as a reference in the following explanations.

The Hourbank records have a Status field which indicates if the record is a 'B'anked Deposit or a 'W'ithdrawal (or unposted 'T'ransaction in certain reports).

• 'B'anked records show the original deposited hours and amount in the 'Hours' and 'Amount' columns as well as when the time was banked and at which job and rate. Each 'B'anked record can be considered as a mini-bank which is withdrawn against until it's balance is zero. The 'Hours_Bal' and the 'Amount_Bal' columns show the respective balances that have not been withdrawn. At the bottom of these columns a cumulative total is shown.
• 'W'ithdrawal records show the hours and amount withdrawn in the 'Hours' and 'Amount' columns as well as when the hours were withdrawn and at which job and rate. The 'Hours_Bal' and the 'Amount_Bal' columns will be zeroes. When a withdrawal is made the 'Hours_Bal' and 'Amount_Bal' columns in the 'B'anked records are decreased by the withdrawal amounts (more on this below).
• 'T'ransactions to be posted will be displayed in the Banked-Time lists in the time-entry programs. These are transactions in the current pay period that have been entered but not yet posted to the Hourbank and are still subject to change.
• 
  Example: On Jul 6 Mark had an opening balance of 83.39 hours and 2,417.41 dollars. On Sep 5 he withdraws 10.0 hours at 289.90 dollars and on Sep 20 he withdraws 60.0 hours at 1,739.40 dollars for a total withdrawal of 70.0 hours and 2,029.30 dollars. He then has another deposit on Sep 23 of 13.5 hours and 391.37 dollars for a final balance of 26.89 hours and 779.48 dollars.

  Description	Hours	Amount	Hours_Bal	Amount_Bal
  Opening Balance	83.39	2,417.41	83.39	2,417.41
  Withdrawal Sep 5	10.00	289.90	73.39	2,127.51
  Withdrawal Sep 20	60.00	1,739.40	13.39	288.11
  Deposit Sep 23	13.50	391.73	26.89	779.48

The first step for banking time is to define the required paycodes as follows:

1. For Depositing to the bank.
   In the Paycodes Maintenance program, Create an 'E'arnings type paycode with just the basic information on the General page. There is no need of any flags to be set.
   
   Sample Setup:
   
   
   
   Once this paycode has been created run the Pay_Tables->System Setups/Default module and set the 'AutoCreate Banked Time' as shown below.
   
   
   
   
2. Set Paycodes that can be banked.
   Time can only be Banked for transactions whose paycodes are flagged to allow Banking (see Paycodes for details). When the time-entry programs see a paycode that allows banking, the 'Bank Time' checkbox in the edit panel is enabled. If the paycode does not allow banking time then the checkbox will be disabled.
   
   Sample showing flag being set for the Overtime paycode:
   
   
   
   
3. For Withdrawing from bank.
   Create at least one 'E'arnings type paycode to be used for withdrawing banked time. It is important to set the flags correctly as the flags will be used when a pay record is created.
   Note: You may want to create one paycode that is used when an employee takes time-off with a banked-time withdrawal and another paycode for when an employee does not take time-off but wants an amount withdrawal only. The only difference between the paycodes would be the EI Hours flagged or not.
   
   Sample Withdrawal Paycode for hours and amounts:
   
   
   

Both the Employee and CrewSheet time entry programs have a checkbox field in the editing panel which will be enabled or disabled according to the rule outlined above. If it is enabled then, to bank the time, just check the checkbox.

When a time sheet is saved a transaction record will be auto-generated for any records that are marked to be banked. The paycode used for the auto-generated records will be the one defined in the 'System Setup' module. The hours will be converted to straight-time type hours and the hours and amounts will be negative values.

Sample Employee Time-Entry screen showing the auto-generated banked record for an overtime transaction that is flagged for banking.

If, for whatever reason, you do not want to have the time banked then, as long as the originating transaction has not been posted to a pay record, you can uncheck the 'Bank Time' field and the corresponding auto-generated record will be deleted when you save the time sheet.

In order to Withdraw Banked Time you need at least one paycode created that is flagged as a 'Pay Banked Time' as described above. Banked Time can be withdrawn via the Employee and CrewSheet Time entry modules both of which follow the procedures as follows.

As with normal time entry either add a new transaction record or duplicate an existing one and set the fields as required (Date, crew etc.). When a paycode that is flagged as a 'Pay Banked Time' is entered the employee's banked time list is displayed showing any Banked Time records that have a balance.

• Employee's Banked Time prior to withdrawal.
  
  

  Enter the Hours to withdraw then click Accept. Note: You can press the 'Withdraw' button first to preview the withdrawal records before clicking Accept. The program will first re-deposit any withdrawals for the date shown and then withdraw the hours requested from the Banked records starting at the oldest record. You may see multiple withdrawal records as each 'B'anked record may not have enough hours to satisfy the hours requested. In the time-entry grid any existing withdrawals for the date will be deleted and new records will be created for the hours withdrawn.

• Employee's Banked Time showing withdrawal records and remaining balances.
  
  
• Resulting transactions created in time sheet.
  
  

  The Hours, Amount and Paycode in these transactions cannot be modified directly. If they are incorrect then you can delete the records to return the hours back to the Hourbank and then repeat the steps to do a withdrawal. As well, if you cancel the time-entry all new withdrawals will not be saved and the Hourbank balances will not be adjusted.

  Note: If you want to withdraw a specific number of hours per day (eq; 8.0) you will need to repeat these procedures for each date and only withdraw the hours you want for the day.

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