Create PTO formulas in Sage 300 CRE

by Kyle Zeigler, Sage Senior Certified Consultant

Federal and state requirements for PTOpaid-time-off-formulas

Creating formulas in Sage 300 CRE can be daunting for even the most experienced user. Particularly, payroll formulas are one of the more complex formulas. With Federal and State legislation requiring paid sick leave, automatic accrual of hours for paid time off (PTO) is a worthwhile objective. But coming up with the formulas to automate the accrual becomes a challenge. No worries — ETHOSystems can help you create PTO formulas in Sage 300 CRE!

Executive Order 13706 requires certain companies that contract with the Federal Government to provide their employees with up to seven (7) days of paid sick leave annually. Many states are following the Federal example and establishing paid sick leave requirements for employers in their state. For instance, employers in Arizona must accrue a minimum of one (1) hour of earned paid sick leave for every 30 hours worked. (There is more to the Arizona legislation, as well as other states with similar requirements. Be sure to become thoroughly familiar with all aspects of the laws in their state requiring paid sick leave.)

Types of formulas

In many cases, more than one formula may be needed to accrue any type of PTO, including paid sick leave. Provide the following variables for calculation by using separate formulas:

  • Employee anniversary date
  • Employee length of service
  • Tests for Pay Group or department
  • Accrued hours — Total employee YTD hours accrued
  • Hours used — Total employee YTD hours taken
  • Total regular and overtime hours worked during the pay period

Find the correct records and use logical sequencing

For example, a PTO accrual formula that ensures the calculation occurs only on the first check in a pay period, checks the employee Pay Group where some employees are paid weekly and others are paid biweekly. It then calculates PTO hours based on formulas for the Pay Group might be written: IF (Check Sequence [PR Check] = “First” AND Pay Group (PR check) = “BIWEEKLY”, Sick Accr BW (Public Formula), IF(Pay Group (PR check) = “WEEKLY”, Sick Accr WK (Public Formula))).

Note, this formula contains two additional formulas that were created separately and then combined in one relatively complex formulas in an “If – Then – Else” type calculation. Selecting the right records to use in each of the formulas is key to the success of the calculations, and logical sequencing is critical.

If your head hurts just reading this, don’t despair! The Help Topics in PR > Help > Formulas give great information and examples. And even more examples are available in the Sage Knowledgebase.

Don’t forget to test!

It’s important to test the formulas once created before using them in a live payroll. Easily accomplish this by linking the final formula into the Pay setup for the accrual, adding the Pay to an employee record, marking it as automatic, and then creating and processing a sample check using Enter Checks.

Need help getting your paid sick time and other PTO accrual formulas set up and working in your system?

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