Time Off Tracking Accrual Rules

The Accrual Rules tab displays configured accruals as well as provides actions for creating or editing accrual rules.

Prior to creating any accrual rules, a red warning message will appear, indicating that time off types must be created before creating accrual rules. For details on creating time off types, please refer to the following dedicated article.

Navigating to Time Off Tracking Accrual Rules
  • Expand Settings, expand Time & Labor Mgmt, and click Time Off Tracking from the menu.

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  • The Accrual tab should be the initial tab shown.

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From the Accrual Rules tab, you can view:

  • Accrual Rule Name - Clicking the name of the accrual rule allows you to view and edit the accrual rule.
  • Description - Hovering over the i icon information-icon_White-01.png allows you to view the description entered for the accrual rule.
  • Time Off Type
  • Accrual Type
  • Eligibility Rule

From the Actions drop-down menu, you can:

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Creating an Accrual Rule

From the Actions drop-down menu, click Create Rule.

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Properties Tab

The Properties tab of creating accrual rules contains most of the configurable settings regarding an accrual rule. Enter the necessary information for your accrual rule on the properties tab.

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  • Name - The rule name is required and is only visible from the time off settings and in activity log records. The name should distinguish the rule from other accrual rules.
  • Description - Enter additional optional details regarding the rule.
  • Eligibility Rule - Determines what employees will be considered by the accrual rule. Clicking "Manage Rules" opens a window to manage your eligibility rules.
    • Rules created through the manage rules pop-up window will not appear in the eligibility rules drop-down until the page is reloaded.
    • Eligibility rules are normally created from the Setup > Setup Properties page.
    • For more information about setting up eligibility rules, you can refer to the following dedicated article.
  • Time Off Type - The drop-down is used to select which type will be accrued by the rule. For details on creating time off types, see Time Off Types.
  • Accrual Frequency - Pre-built options that determine how often the system will increase an employee's balance for the specified time off type.
    • Accrual frequencies referencing "pay date" will occur based on the check date calendar of an employee's pay schedule.
    • For details on pay schedules see the dedicated Pay Schedule Configuration article.
  • Start Month/Start Day - Used to specify when the Max Carry Forward Amt will be enforced, except when the accrual frequency is based on hire date (which will use the employee's anniversary date instead). There are also frequencies that are based on the specified start month and day, which accrue either on the indicated date or at a frequency starting from that date.
  • Max Carry Forward Amt - Used to indicate what an employee's balance should be reduced to annually on the specified start month and day.
    • If employees are not limited from year to year an unreachable value should be entered.
  • Accrual Waiting Period - Used to specify the number of days an employee must be employed before the accrual will begin. After achieving the required length of service, the employee would accrue on the next accrual date.
  • Max Hours Worked Eligible for Accrual - Used for accrual frequencies based on hours recorded in time clock or time sheet cards. These accruals use all regular hours within a pay period unless a max is specified in this field.
  • Balance should not carry over into new Year - If enabled, will reduce a balance to zero when transitioning to the new year.
  • Full accrual frequency unit must be worked in order to earn time off - If enabled, will force employees to skip the first occurrence of accruals after being added to the system.
  • Basing Months of Service on Alternate Service Date - If enabled, will cause the accrual rule to use the alternate service date 1 field from the employee demographic screen instead of hire date, when determining the length of service. If no alternate service date 1 exists the accrual will revert to using the hire date field.

Click Save when finished then proceed to the Accrual Details tab.

Accrual Details Tab

The Accrual Details tab is used to specify how much time off should be accrued for each employee based on the length of service.

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  • Month Start and End Range
    • Month Start Range - Indicates how many months of service an employee must have to begin accruing at that tier's rate.
    • Month End Range - Indicates when that tier ends, it should always end 1 month before the next tier range begins.
    • Months of service are calculated only based on an employee's hire month and do not consider the specific day within the month. So an employee hired in January (on any date) will be considered as having 1 month of service on the 1st of February.
  • Units Earned - Used to indicate how many hours or units will be granted to the employee on each instance of accrual (based on frequency). For accrual frequencies using time clock or time sheet hours the value in the units earned field will be multiplied by the number of hours within the pay period to determine the total accrual amount for that instance.
  • Balance Cap - indicates the balance cap for the employee. If an accrual would cause an employee to exceed the max, it will be reduced by the amount required to set an employee to the cap. Manually the balance could be set higher than the max, but it would be reduced on the next instance of accrual.

From the Actions drop-down menu, you can:

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  • Add Detail Record
  • Delete Selected Records

Edit an Existing Rule

  1. Click on the name of the accrual rule to be edited.

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  2. Make any necessary changes within the Properties and Accrual Details tab. 
  3. Save any changes made.

Duplicate an Existing Rule

  1. Use the checkbox towards the right of your accrual rule(s) to be duplicated.

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  2. Click Duplicate Selected Rule from the Actions drop-down menu.

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  3. Confirm the duplication.

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  4. Your accrual rule will be duplicated with "Copy of" at the beginning of the original name.

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Delete an Existing Rule

  1. Use the checkbox towards the right of your accrual rule(s) to be duplicated.

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  2. Click Delete Selected Rule from the Actions drop-down menu.

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  3. Confirm the deletion.

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Additional Notes

  • Months of service are calculated only based on an employee's hire month and does not consider the specific day within the month. So an employee hired in January (on any date) will be considered as having 1 month of service on the 1st of February.
  • Manually a balance could be set higher than the max, but it would be reduced on the next instance of accrual.
  • An employee should never pass 2 rules for the same time off type. This will cause one rule to override the other (an employee can pass two rules for two different time off types). 
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