TABLE OF CONTENTS

• Payroll Info tab in Employee Card
  • Data synced from a payroll system:
  • Data calculated in FCX
  • Example
• Sick and Vacation Balances in TC Web and Mobile App

Payroll Info tab in Employee Card

The Payroll Info tab displays PTO/Vacation and Sick Time balances. The tab is generally visible to all users who have access to the Employees reference.

Data synced from a payroll system:

Sick/Vacation Hours Available — sick/vacation hours available in an accrual period.

Sick/ Vacation Hours Used (Synced) — sick/vacation hours used in an accrual period.

An accrual period can be the beginning of year, every paycheck, every hour on paycheck. This depends on Sick and Vacation settings for an employee in your payroll system.

Hours available and used are updated based on info in a payroll system each time you close each payroll period:

1. You closeout a payroll period in FCX.
2. Syncing timesheets to a payroll system.
3. You pay checks in the payroll system.
4. Updating sick and vacation balances in the payroll system.
5. Syncing the balances with FCX during the Employees sync (QBDesktop) or file export (Paylocity).

Data calculated in FCX

First, let's figure out what sick and vacation hours are in FCX.

• Sick hours — are Time Card hours under the cost type with the “Sick” marker in the cost type card.
• Vacation hours — are Time Card hours under the cost type with the “Vacation” marker in the cost type card.

Sick Hours Used (Not Synced) — Time Card sick hours from payroll periods not synced to a payroll system: the “Synced to a Payroll” checkbox is empty in the Check card.

Sick Hours Requested (Not Completed) — the number of hours from pending and approved Time Off requests with a Reason by the cost type marked “Sick”.

Sick Hours Available to Request is difference between Sick Available - Sick Hrs Used Not Synced - Sick Hrs Requested Not Completed.

Vacation Hours Used (Not Synced) — Time Card vacation hours from payroll periods not synced to a payroll system: the “Synced to a Payroll” checkbox is empty in the Check card. 

Vacation Hours Requested (Not Completed) — the number of hours from pending and approved Time Off requests with a Reason by the cost type marked “Vacation”.

Vacation Hours Available to Request is difference between Vacation Hrs Available - Vacation Hrs Used Not Synced - Vacation Hrs Requested Not Completed.

Note that it may take some time to update the available/synced sick/vacation hours after you have closed the payroll period and reconciled the timesheets with the payroll system.

Example

In a payroll system, the total number of sick hours for the year 2024 is set to 40 hours.

An employee, William, has already taken 8 sick hours in 2024 and submitted a time off request in FCX.

These 8 hrs were synced to the payroll system and included in a paycheck.

The sick balance was then updated in the payroll system and after some time with another sync session or file export synced to the FCX employee card.

So the available sick hours are 32 hours.

After a while, William has taken another 16 sick hours which have been completed by a Reviewer or TK Manager. This means that as soon as a time off request is completed, the reason hours appear in the Time Card payroll allocation table.

The payroll period is hasn't been synced with a payroll yet.

That's why Sick Hours Used (Not Synced) = 16 hours.

Finally, there are 16 sick hours available to request: 32 hours available - 16 hours used, not yet synced to a payroll.

Sick and Vacation Balances in TC Web and Mobile App

Displaying the balance in the mobile application is a configurable feature: it can be turned on or off at the client's request.