Quick Setup Steps
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Step 1 of Leave Method Setup | ||||||||||
| Field Name | Selection Options | Description | ||||||||
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| Assign Level | Global | Select this option if the accrual method applies to a group of employees based on common attribute(s) from an employee record, | ||||||||
| Employee | Select this option to assign this method directly to an employee | |||||||||
| Active | ✅ | if the accrual method is active | ||||||||
| ⏹️ | If the method is inactive | |||||||||
| Name | Enter a name to identify the accrual method. This field is limited to 100 characters. | |||||||||
| Time Code Group | Select the time code group where the hours are accrued | |||||||||
| Method Start Date | The date the method goes into effect | |||||||||
Accrual Based On V8.2 Base Accrual Rate Calculation | Accrual - By Day | If the accrual is calculated based on the number of days specified in the Day of Accrual field times the accrual rate specified in the Base Accrual Rate field | ||||||||
| Accrual - By Period | If the accrual is calculated based on the reporting period defined in user's employee profile and the accrual rate specified in the Base Accrual Rate field. | |||||||||
| By Day Prorated by FTE | If the accrual is calculated based on the number of days specified in the Day of Accrual field times the accrual rate specified in the Base Accrual Rate field field times the FTE of an employee type assigned to a user (or an FTE defined in the Override Setting in the user setup) | |||||||||
| By Period Prorated by FTE | If the accrual is calculated based on the reporting period defined in user's employee profile and the accrual rate specified in the Base Accrual Rate field multiplied by the standard working hours per day by FTE defined in the Location field employee type assigned to the user, divided by the 8 standard hours and multiplied by FTEa user (or the FTE in the Override Setting in the user setup) | |||||||||
| By Period Prorated by Standard hours | If the accrual is calculated based on the accrual rate specified in the Base Accrual Rate field, the number of specific type of hours worked specified in the Time Code(s) selected field, prorated by the number of total standard working hours within a reporting period, calculated based on the reporting period of a user and the type of the days selected in the Day of Accrual field. The formula is Accrual Rate * Number of worked hours/total working hours within a period. This field takes into account the daily standard working hours defined in employee's Location field. (or standard working Hours defined in the Override Setting in the user setup) | |||||||||
| Comp Time - Fixed Rate | If the accrual is earned based on each hour worked (charged to a specific time code). The type of worked time that would qualify a user for accrual is defined in the Time Code(s) selected field. The accrual rate for each hour worked is defined in the Base Accrual Rate field. As an example each hour charged to ST time code earns a user 0.10 of benefit time. | |||||||||
| Comp Time - Prorated Rate | If the accrual is earned based on each hour worked (charged to a specific time code). The type of worked time that would qualify a user for accrual is defined in the Time Code(s) selected field. The accrual rate needs to be defined per period in the Base Accrual Rate field. The rate is then divided by total standard hours per period to calculate the actual comp rate per hour. | Fixed Accrual | If the accrual (Defined in the Location field or in the Override Setting in the employee setup) | |||||||
| Comp Time Based on OT-Fixed Rate | ||||||||||
| Fixed Accrual | If the accrual is a fixed amount not dependent on by day, period, or pro-ration. | |||||||||
| Fixed Accrual Prorated by FTE | The fixed accrual rate multiplied by the FTE of an employee type assigned to a user (or the FTE defined in the Override Setting in the user Setup) | |||||||||
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Day of Accrual | Days of Accrual field is used in the following 2 cases: a. If the accrual is calculated by period, and an employee starts or is terminated in the middle of the period, the rate is prorated based on the number of days specified in this option. All Days, Working Days or Working Days+Holidays b. If the accrual is by day, this field is used to analyze which days to count towards the accrual, since the accrual is always calculated by period behind the scenes, this field allows us to know the number of days to be used as a multiplier. | All days | ||||||||
| Working Days Only | If holidays and weekends are to be excluded from the accrual rate calculation | |||||||||
| Working Days + Holidays | If all days except weekends are to be included in the accrual rate calculation | |||||||||
| Time Codes For Paid Days Limit | In addition the system is checking the setting in the following field:Hire/Term Employee Rate Options (Version 8.3 and higher), if the rate is proportional, then the Day of Accrual field will be used in order to understand what days to include in the calculation of the rate. | |||||||||
| All days | ||||||||||
| Working Days Only | If holidays and weekends are to be excluded from the accrual rate calculation | |||||||||
| Working Days + Holidays | If all days except weekends are to be included in the accrual rate calculation | |||||||||
| Time Codes For Paid Days Limit |
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Prorate Net Accrual (Does not apply to | fixed Fixed Rate accrual) | 0-if less than limit | If the total hours to be prorated in a timesheet is less than or equal the limit defined in the Paid Days Limit field, the accrual is 0. For the methods based on the comp time if total hours for proration in a timesheet exceed the Paid Days limit, the accrual rate per period is Comp Rate x (comp hours-limit) | |||||||
| Limit earned hours worked | Limit earned hours worked - Used for COMP Time If a user worked more than the limit, the accrual rate will be the rate x limit Limit COMP accrual by number of hrs worked by period / multiple periods (e.g. 40 hrs weekly / 80 hrs per biweekly payroll) – COMP time with limit per period So:
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| No Proration | No proration applied to the accrued hours in the balance table | |||||||||
| Prorate based on standard This options looks at the actual timesheet and the number of hours worked Prorates total accrual based on the time entered on the timesheets If the setup is by standard or by total it applies to any rate- timesheet hours worked (using specific time codes in the method) on the timesheet comparing against the standard or total hours. Prorate Net Accrual Only gets calculated after the timesheet is updated with hours, on an empty timesheet the accrual is based the option "Apply Full Rate On Missing Period", if enabled then it gets calculated on the assumption of the period and the base accrual rate, but once the hours are entered, the additional Paid Days Limit and Time Code for Paid Days Limit fields are taken into account, as well as the net Prorate Net Accrual setting. | ||||||||||
| 0-if less than limit | If the actual hours worked to be prorated in a timesheet is less than or equal the limit (number of hours) defined in the ACCRUAL_RATE_3 field, the accrual is 0. For the methods based on the comp time if total hours for proration in a timesheet exceed the limit set in the ACCRUAL_RATE_3, the accrual is only calculated for the exceeded number of hours at regular comp time rate. | |||||||||
| Limit earned hours worked | Limit earned hours worked - Used for COMP Time Only (for any other option it will be ignored) If a user EARNED more than the limit defined in the ACCRUAL_RATE_3 field, the accrual will only receive the hours defined in the limit. Assuming the the Base Accrual rate is 0.5 and the limit defined in ACCRUAL_RATE_3 is 20 then the following example would be correct:
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| No Proration | No proration applied to the accrued hours in the balance table | |||||||||
| Prorate based on standard hours work | Applies to all rate types except fixed rate. This field is one of the elements in calculating accrued hours when calculating overall Ending Balance of a user. The formula for calculating users ending balance is the following: Ending Balance=Start Balance + Accrued Hours + Manually Adjusted Hours (if applicable in the employee profile)+ Bank Hours (if applicable and manually added by admin in employee profile - leave taken within the period - hours over the accrual limit. From the formula above the Prorate Based On Standard Hours Worked is used in the Accrued Hours calculation as follows: Accrued Hours = Base Accrual Rate (for comp time it is the number of hours you would have earned in the period) x Number of hours charged to the time codes selected in Time Code for Prorate Accrual Based on field divided by Standard Working Hours The rate cannot exceed the base rate | |||||||||
| Prorate based on total hours work | This field is one of the elements in calculating accrued hours when calculating overall Ending Balance of a user. The formula for calculating users ending balance is the following: Ending Balance=Start Balance + Accrued Hours + Manually Adjusted Hours (if applicable in the employee profile)+ Bank Hours (if applicable and manually added by admin in employee profile)- leave taken within the period- hours over the accrual limit. From the formula above the Prorate Based On Standard Total Hours Worked is used in the Accrued Hours calculation as follows: Accrued Hours = Base Accrual Rate x Base Accrual Rate (for comp time it is the number of hours you would have earned in the period) x Number of hours charged to the time codes selected in Time Code for Prorate Accrual Based on field divided by Total Hours Work The rate cannot exceed the base rate | |||||||||
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Time Code For Prorate Accrual Based On (V8.2 Time codes for Net Accrual Proration) | The time codes selected for Prorate Accrual Based on field divided by Standard Working Hours | Prorate based on total hours work | This field is one of the elements in calculating accrued hours when calculating overall Ending Balance of a user. The formula for calculating users ending balance is the following: Ending Balance=Start Balance + Accrued Hours + Manually Adjusted Hours (if applicable in the employee profile)+ Bank Hours (if applicable and manually added by admin in employee profile). From the formula above the Prorate Based On Total Hours Worked is used in the Accrued Hours calculation as follows: Accrued Hours = Base Accrual Rate x Number of hours charged to the time codes selected in On calculation | |||||||
Paid Days Limit (May only apply to rate by period and by day) |
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| Note |
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To override the Standard Working Hours value for an individual employees as an exception, please see the additional instructions on the following page |
Time Code For Prorate Accrual Based On
(V8.2 Time codes for Net Accrual Proration)
On, If on any day a user charged time against the time codes selected in this list, there will be no hours accrued for this day, the number of those days where user does not accrue should not exceed the limit. So for example if the number of paid days limit is set to 2, the user can have at most 3 non-accrued days on the timesheet and still accrue for the period. If they have 4 days of non-accrual days, then the accrual for the entire period is 0. If the limit is >0 and the total number of days when user charged the limited time codes from the Time Code for Prorate Accrual Based on is greater than Paid Days Limit- there will be no accrual for the entire period. If the limit is 0, then user will accrue for all the days where the time is NOT charged against the limited time code. |
Enter the starting accrual rate for users with 0 years of service. Additional rates will be entered in a later step
This option is used only for Accrual Based on rate type By Period Prorated by Standard hours
For this rate type prorated rate is computed as
base rate*FTE* hours in day per location/Daily Base Prorate Hours
Enter number of months after which the leave hours should become available to a new employee. See Enable Cumulative Accrual field for additional options
This option overrides the option selected on the Reporting Period and Time Code Group. It defines the start of accrual year based on the specific month for the selected time code group in this method.
This option overrides the option selected on the Reporting Period and Time Code Group. It defines the start of accrual year based on the Employee Start Date for the selected time code group in this method.
Fixed Rate Options
*This only applies to accrual set up based on calendar year and or starting month other than Jan. The option will be ignored if the accrual is based on employee anniversary.
V8.2 New Hire Fixed Rate
This option only applied if Fixed Accrual or Accrual Prorated by FTE options are selected in Accrual Based on field. The full fixed rate is granted regardless of the start date of the hire.
This option only applied if Fixed Accrual or Accrual Prorated by FTE options are selected in Accrual Based on field. The fixed accrual rate is taken and prorated based on the number of months the employee has worked.
The month when employee starts is included.
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Step 5 Accrual Limit | ||
| Field Name | Description | |
|---|---|---|
Years of Employment: | Specify a number of year in case different Hours Limits apply based on the years of employment (Note: if the Years of Employment is set to "-1" this limit will be ignored) | |
Hours Limit | This field is used to limit the leave balance on a reporting period. Number of hours that can be used in any specific reporting period. The limit applied to the usage of leave hours per reporting period. Users can only take off the hours up to the limit during each reporting period regardless of the available accrued balance. Note: The hours limit may be calculated based on the user's FTE:
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| Limit Flag (v7.6+ only) | Absolute Value: The hours limit will be the value in the previous field | |
| Absolute Value prorated by FTE: The hours limit will be prorated by the user's FTE | ||
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Once the set up steps above are completed Administrators must schedule a profile jobs as follows:
- Expand Data Piping by clicking on the plus sign.
- Click on All Profile Task
- Click Add to create a profile
- Name* - Enter in a name for the profile like below
- Profile Type* - Select Update Employee Leave Balance
- Description - Enter in a description for the profile (Optional)
- Click Save
- Click the Parameters tab and fill out the field options
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