Time Off Tracking Accrual Rules

The Accrual Rules tab displays the configured accruals as well as providing 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: 

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You can edit an existing accrual rule by clicking the accrual rule name under the Accrual Rule column.

From the Actions drop-down menu, you can:

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  • Create Rule
  • Duplicate Selected Rule
  • Delete Selected Rule

To duplicate or delete a selected rule, click the checkbox towards the right of an accrual rule, then use the appropriate action from the drop-down menu.

Create Rule

Properties

The Properties tab of creating accrual rules contains most of the configurable settings regarding an accrual rule.

  • From the Actions drop-down menu, click Create Rule.
  • Enter the necessary information for your accrual rule:

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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 within the account.
    • Description - Provide space to provide additional details regarding the rule, but is not required.
    • Eligibility Rule - Determines what employees will be considered by the accrual rule. Eligibility rules can be accessed through Setup > Setup Properties or by clicking the "Manage Rules" link. For details on creating eligibility rules see 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.
    • 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 - Determines how often the system will increase an employee's balance for the specified time off type. The frequencies are pre-built options. 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 Pay Schedule Configuration.
    • 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 - Ued 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 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 to use the alternate service date 1 field from the employee demographic screen instead of hire date, when determining length of service. If no alternate service date 1 exists the accrual will revert to using the hire date field.
  • When finished, click Save, then proceed to the next tab.

Accrual Details

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

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  • Month Start/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 is calculated only based on an employee's hire month and does not consider the specific day within the month. So and employee hired in January (on any date) will be considered as having 1 month of service on the 1st of February.
  • Units Earned is 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.
  • The Max Units Earned Field 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

Other Accrual Rule Functions/ How to

 Duplicate an Existing Rule

  1. Select the rule to be duplicated via the right hand check box of the Accrual Rules Tab within the Time Off Tracking module
  2. Actions Drop Down Menu 
  3. Select "Duplicate Selected Rule"

Delete an Existing Rule

  1. Select the rule to be duplicated via the right hand check box of the Accrual Rules Tab within the Time Off Tracking module
  2. Actions Drop Down Menu 
  3. Select "Delete Selected Rule"

Edit an Existing Rule

  1. Click on the name of the accrual rule to be edited 
  2. Make any necessary changes within the properties and accrual details tab 
  3. Save all changes made via the "Save button" at the top of both tab screens 

Notes

  • Months of service is calculated only based on an employee's hire month and does not consider the specific day within the month. So and 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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