PTO hours taken and automatically updating a field depending on hire date

[ladyrider696]

I am having trouble figuring out how to have a field in a form automatically update depending on years worked as to how many PTO hours acquired. Also, I need in a report Carryover totals, accrued totals, taken totals and available totals. PTO is accrued at the beginning of the year (1/1/**). If they are new hires and between 1/1/** and 6/30/** they receive 40 hours. 0-5 years = 104 hours, 5-10 years = 144 hours, and 10+ years = 184. BUT, if you are grandfathered in, then 0-5 years if hired between 1/1/93 and 7/31/12 = 120 hours; 5-10 years if hired between 1/1/93 and 7/31/12 = 160 hours; 10+ years if hired between 1/1/93 and 7/31/12 = 200 hours; and if you were hired before 1/1/93 and have 20 years of service as of 12/31/2012 you get 240 hours.

 

[spikepl]

For the benefit of the majority of the readers, whose native language is not English, define PTO

 

[ladyrider696]

PTO = Paid Time Off

 

[JHB]

Could you show some sample data + the the result you want.

 

[ladyrider696]

Attached is the database I am trying to set up. If you look in the employee form there is a field called PTO Accured. I need that field to populate automatically depending on the employees years of service as stated above with either 40, 104, 144, or 184 hours for new hires and 120, 160, 200, or 240 hours for grandfather employees.

Also in the report Absence Totals I can't get Paid Time Off and Paid Time Off-STD combined total to show under Taken (PTO/Hired.....). I can't get the totals to show in Available as well (ex. if Floating Holiday has been accrued, but not taken, Available won't show as 8.00, it just shows blank). Same with all the others as well.

Also, Floating Holiday isn't every year.

And how do I get carryover to update at the beginning of the year. Meaning whatever paid time off is left over gets carried over to the next year.

Also, I need the report to show only the current year.

 

[vbaInet]

For the benefit of the majority of the readers, whose native language is not English, define PTO

PTO could also mean Please Turn Over

 

[JHB]

Attached is the database I am trying to set up. If you look in the employee form there is a field called PTO Accured. I need that field to populate automatically depending on the employees years of service as stated above with either 40, 104, 144, or 184 hours for new hires and 120, 160, 200, or 240 hours for grandfather employees.

Let's take it step by step, I've some question:

• How do you see it an employee is grandpa, (which field where)?
• When an employee leave, how many PTO does an employee get for the leaving year?

 

[AccessBlaster]

Let's take it step by step, I've some question:

• How do you see it an employee is grandpa, (which field where)?

Just to clarify PTO and grandfather clause are common terms in the USA.

(or grandfather policy) is a provision in which an old rule continues to apply to some existing situations while a new rule will apply to all future cases. Those exempt from the new rule are said to have grandfather rights or acquired rights. Frequently, the exemption is limited; it may extend for a set period of time, or it may be lost you.

 

[JHB]

Just to clarify PTO and grandfather clause are common terms in the USA.

Okay didn't know that - but when is an employee a grandfather employee?

 

[vbaInet]

I'm not following this thread because I'm sure that JHB and spikepl have this covered, so I don't want to interfere.

But to answer JHB's question, in tblEMOPLOYEES table the PTODESCID field indicates who is a Grandfather employee. You will find the related record and description in tblPTODESC table.

 

[ladyrider696]

The PTO grandfather description is in the PTOdesc table

 

[ladyrider696]

This system is only for the employees time off (Paid Time Off, Illness, etc.) It doesn't deal with how much PTO the employee gets if they are terminated.

 

[ladyrider696]

I got "Also in the report Absence Totals I can't get Paid Time Off and Paid Time Off-STD combined total to show under Taken (PTO/Hired.....). I can't get the totals to show in Available as well (ex. if Floating Holiday has been accrued, but not taken, Available won't show as 8.00, it just shows blank). Same with all the others as well" finally figured out. Yeah

But I still don't have "Attached is the database I am trying to set up. If you look in the employee form there is a field called PTO Accured. I need that field to populate automatically depending on the employees years of service as stated above with either 40, 104, 144, or 184 hours for new hires and 120, 160, 200, or 240 hours for grandfather employees." using the tblPTODESC table (PTO Ceiling field)

or

"Also, Floating Holiday isn't every year.

And how do I get carryover to update at the beginning of the year. Meaning whatever paid time off is left over gets carried over to the next year."


Figured out yet. Please help!!

 

[vbaInet]

Looks like everyone else is busy so I'll chime in.

Also in the report Absence Totals I can't get Paid Time Off and Paid Time Off-STD combined total to show under Taken (PTO/Hired.....). I can't get the totals to show in Available as well (ex. if Floating Holiday has been accrued, but not taken, Available won't show as 8.00, it just shows blank). Same with all the others as well.

And how do I get carryover to update at the beginning of the year. Meaning whatever paid time off is left over gets carried over to the next year.

Also, I need the report to show only the current year.

You're asking many questions at once in one thread. Naturally it's one thread per question unless it's a follow up question.

I'm going to copy across a much clearer description of the main problem from your other thread:

If they are new hires and between 1/1/** and 6/30/** they receive 40 hours.
0-5 years = 104 hours,
5-10 years = 144 hours
10+ years = 184.

BUT, if you are grandfathered in, then
0-5 years if hired between 1/1/93 and 7/31/12 = 120 hours;
5-10 years if hired between 1/1/93 and 7/31/12 = 160 hours;
10+ years if hired between 1/1/93 and 7/31/12 = 200 hours;
if you were hired before 1/1/93 and have 20 years of service as of 12/31/2012 you get 240 hours.

And I've got some questions that I need clarity on and then we can work towards a solution:
1. Is a new employee one who was hired between 1/1/** and 30/06/** of the current year? I.e. with less than a year's service?
2. "0-5 years = 104 hours" - if the point above (i.e. 1) holds true, why is it 0 to 5 years, shouldn't it be 1 to 5 years? And the same goes for "5-10 years", shouldn't it be 6 to 10 years?
3. If an employee has worked 5 years and 5 months and is not grandfathered, which category/band will s/he fall under?

 

[ladyrider696]

Sorry again about my posting. New to this. Here is what the policy says:

New hires Length of Service:
New hires who start on or before June 30th: 40 hours
1/1 following hire date - five years: 104 hours
1/1 following 5th year anniversary - ten years: 144 hours
1/1 following 10 year anniversary and after: 184 hours
Employees hired on or after July 1st are ineligible for PTO until January 1st in the following calendar year.

Grandfathered Length of Service:
Hired 1/1/93 - 7/31/12
1/1 following date of hire - five years: 120 hours
1/1 following 5th year anniversary - ten years: 160 hours
1/1 following 10th year anniversary and beyond: 200 hours

Hired before 1/1/93
Employees who have completed 20 years of service as of 12/31/12: 240 hours

Hope this clears things up. Thanks for all your help, I really do appreciate it. My goal is to get this finished by the end of this week.

 

[vbaInet]

The policy is pretty much the same as what you wrote but my questions were specific. I still need those answered for my understanding.

 

[ladyrider696]

Updated zipped database, Employees form and PTODesc table

 

[vbaInet]

Not sure why you uploaded a new database. All I'm asking is that you answer all three questions.

 

[ladyrider696]

I did answer your questions previously, but here it is worded differently:

If hired between January 1st and June 30 they get 40 hours, if hired July 1st and December 31st, they get nothing until January 1st of following year; then on January 1st after hired in previous year they would get 104 hours.

If their 5th year anniversary falls anytime within a year, then the following year on January 1st they will get 144 hours.

If their 10th year anniversary falls anytime within a year, then the following year on January 1st they will get 184 hours.

And if they are not grandfathered in they would go by the above. 5 years 5 months, they would receive 144 hours on the following January 1st.

 

[ladyrider696]

Can anyone help me with this? Please I have been racking my brain for a couple of weeks and really needed to figure this out by the end of this week.