Quick Setup Steps
The following are quick reference steps necessary to setup DATABASICS Leave Management module:
| Reporting Period | The first step in managing leave through the system is to define timesheet reporting period. This will allow for setting up accrual rules by reporting period. For instructions on how to setup a reporting period click here. | |
| Time Code Group | Determine the number of Time Code Groups to use to apply accrual and other necessary rules. As an example you could set up individual time codes to track timesheet hours for Personal and Vacation time, but group the time codes together to track them against a single leave balance. For instructions on how to set up Time Code Groups click here. | |
Employee Start Date | Make sure employee Start Date is defined in the employee profile. This determines the time as of which an employee's time starts to accrue. For instructions on how to update an employee profile manually click here. Or update employee feed in case the data is being loaded from another system. | |
| Employee Previous Date of Service | If an employee was re-hired, this date defines the original hire date, in case the employee tenure is determined based on the original hire date for the accrual rate calculation purposes. | |
| T&E Options | Enable Time Accrual Module | Options → T&E Settings → T&E Options → Module Enable. "Enable Time Accrual Module" option must be set to "Yes" |
| Enable Home Page Counter | Options → T&E Settings → T&E Options → Enable Home Page Counter. "Display PTO Balance" option must be set to "Yes" | |
| Accrual Method | Set up accrual calculation method in the Time - Leave Management section of the application. This determines how time is accrued. For more details see the instructions below. | |
| Profiles | Update employee leave balance | Set up a daily schedule to run Employee Leave Balance Update profile through Data Piping section of the application. |
Step 1 of Leave Method Setup | |||
| Field Name | Selection Options | Description | |
|---|---|---|---|
| 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 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 by FTE defined in the employee type assigned to a 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. (Defined in the Location field or in the Override Setting in the employee setup) | ||
| 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) | ||
For the accrual rates prorated by an FTE, to override an FTE value for individual employees as an exception, please see the additional instructions on the following page | |||
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. 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 Rate accrual) | This options looks at the actual timesheet and the number of hours worked Prorates total accrual based on the time entered on the timesheets Only gets calculated after the timesheet is updated with hours, on an empty timesheet the accrual is based 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. | ||
| 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 hours 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 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 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 Time Code 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)- leave taken within the period- hours over the accrual limit. 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 Time Code for Prorate Accrual Based on field divided by Total Hours Work | ||
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) | The time codes selected for Prorate Accrual Based On calculation | ||
Paid Days Limit (May only apply to rate by period and by day) |
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| Enable Cumulative Accrual | Yes | This field is only applicable if the Number of Months Before Accrual Available is more than zero. If enabled then the number of hours a user would have accumulated for the number of months specified in the Number of Months Before Accrual Available field become available after this period | |
| No | This field is only applicable if the Number of Months Before Accrual Available is more than zero. If not enabled then the user starts accumulating the hours from zero starting at number of months specified in the Number of Months Before Accrual Available | ||
| Base Accrual Rate | Enter the starting accrual rate for users with 0 years of service. Additional rates will be entered in a later step | ||
| Daily Base Prorate Hours | This option is used only for 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 | ||
| Hire/Term Employee Rate Options (Version 8.3 and higher) | This option is available for accrual methods in Version 8.3 and higher. Applies only when one of the following Base Accrual Calculation options are used: Accrual By Period, By Period Prorated by FTE, By Period Prorated by Standard Hours. In all other cases a selection in this field will be ignored. This is used in case the accrual rate for the period needs to be prorated further by the number days in any period based on the employee hire and termination dates, in cases where an employee is hired or terminated in the middle of the period and an employer does not want the end user to accrue for the full rate for that period. | ||
| Hire - Full, Term-Full | Use this option if an employee earns the full accrual rate for both the timesheet reporting period in which they were hired and the period in which they were terminated | ||
| Hire - Full, Term-no | Use this option if an employee earns the full accrual rate for the timesheet reporting period in which they were hired and 0 accrual for the period in which they were terminated | ||
| Hire - Full, Term-proportional | Use this option if an employee earns the full accrual rate for the timesheet reporting period in which they were hired and proportional accrual rate based on the number of days until termination for the period in which they were terminated (proportional rate is calculated based on the percentage of the days that the user worked multiplied by the rate by period) | ||
| Hire - no, Term-Full | Use this option if an employee earns 0 accrual rate for the timesheet reporting period in which they were hired and a full accrual rate for the period in which they were terminated | ||
| Hire - no, Term-no | Use this option if an employee earns 0 accrual rate for the timesheet reporting period in which they were hired and 0 accrual for the period in which they were terminated | ||
| Hire - no, Term-proportional | Use this option if an employee earns 0 accrual rate for the timesheet reporting period in which they were hired and proportional accrual rate based on the number of days until termination for the period in which they were terminated | ||
| Hire - proportional Term-Full | Use this option if an employee earns an accrual rate proportional to the number of days worked within the hire period and full accrual rate for the period in which they were terminated | ||
| Hire - proportional Term-no | Use this option if an employee earns an accrual rate proportional to the number of days worked within the hire period and 0 accrual for the period in which they were terminated | ||
| Hire - proportional Term-proportional | Use this option if an employee earns an accrual rate proportional to the number of days worked within the hire period and proportional accrual rate based on the number of days until termination for the period in which they were terminated | ||
| Number of Months Before Accrual Available | Enter number of months after which the leave hours should become available to a new employee. See Enable Cumulative Accrual field for additional options | ||
| Initial Balance For New Employees | Starting balance granted to the user at the beginning of the employment | ||
| Number Of Months Before Initial Balance Available | Number of months at which the Initial Balance For New Employees becomes available to a user | ||
| Set Leave Balance To Zero For Terminated Employees | Yes | If this option is selected, if a user has an ending balance at termination date the ending balances will be reduced to zero | |
| No | If this option is selected, if a user has an ending balance at termination date the ending balances will remain in the system | ||
| Keep Accrual | Yes | This option only applies if Hours Limit options is set. If selected, in case a user balances has reached the max Hours Limit, the system will continue tracking any balances above the limit, as soon as the hours taken are below the limit the balances will be re-filled up to the available balance. | |
| No | This option only applies if Hours Limit options is set. If No is selected, in case a user balances has reached the max Hours Limit, user will continue the accrual at a regular rate after the taken leave has reduced the balance below Hours Limit | ||
| Start Accrual Based On | January - December | 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. | |
| Based on Employee previous date of service | 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 original hire month, this field is located in the Employee setup screen and is called Previous Date of Service (in case an employee was refired) for the selected time code group in this method. | ||
| Based on Employee Start Date | 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. | ||
| Disabled and Enable only at the Time Code Group. | This option points to Time Code Group to define the start of the accrual year. | ||
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 | Accrual Full Fixed Rate in regards of start date. | 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. | |
| Based on Scheduled Absolute Value | When the accrual rate is fixed per year and an employee is hired in the middle of the year, the rate can be prorated based on the number of hours defined in the New Hire Fixed Rate tab. In this table the admin needs to define the number of month and the corresponding fixed rate per month, based on the number of months that has already passed in the accrual year. The rate for a full year is defined in the Base Accrual Rate field and the fractions of that rate based on the number of months worked are defined in the New Hire Fixed Rate tab in the accrual method setup screen. These tabs will only appear if one of the Scheduled Fixed Rate Options are selected. | ||
| Based on Schedule Percent | The same as above, except the rate is defined as the percentage of the Base Accrual Rate instead of an absolute value | ||
| No accrual on employee start date for Fixed Rate only. | This option only applied if Fixed Accrual or Accrual Prorated by FTE options are selected in Accrual Based on field. User starts with zero fixed rate until the new accrual year. | ||
| Prorated based on number of months employee works in a year from start date. | 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. | ||
| Accrual New Year Starts | Based on the Start of the Accrual Period (Default) | When an old year transitions into a new accrual year and the first date of the new accrual year falls in the middle of the timesheet. Start the new accrual year on the timesheet that contains first day of the new year. | |
| Reporting Next following period in the New Year | When an old year transitions into a new accrual year and the first date of the new accrual year falls in the middle of the timesheet. Start the new accrual year from the next reporting period, where the first date of the timesheets falls into the new year. | ||
| Balance Rounding | Disabled | When calculating the ending balance the hours are not rounded | |
| Round Down | When calculating the accrued hours the hours are rounded down using the increments specified in the reporting period setup | ||
| Round Up | When calculating the accrued hours the hours are rounded up using the increments specified in the reporting period setup | ||
| To the nearest | When calculating the accrued hours the hours are rounded to the nearest decimal using the increments specified in the reporting period setup | ||
| Apply Full Rate On Missing Period | Yes | This option overrides the setting in case Prorate Accrual Based On is being used and the accrual is based on the number of hours worked. If enabled the system will insert the full accrual rate if a timesheet is missing (A timesheet is considered in a New Timesheet status or a timesheet has no hours) | |
| No | The accrual rate for the missing timesheets will be zero (A timesheet is considered in a New Timesheet status or a timesheet has no hours) | ||
| Description | Enter text to further identify the function. This field is limited to 255 characters. | ||
Step 2 or 3 Leave Method Assignment | ||
Based on your selection in Step 1 in field Assign Level see the next steps below. Global - If the Global assignment level was selected, an accrual method can be assigned to the groups of employees based on the following attributes from an employee profile: Timesheet Reporting Type, Operating Unit, Department, Location, Employee Type, Exempt/Non-Exempt Flag, Part/Full Time Flag, Function, Additional Fields (if configured) Employee - If an accrual assignment is by Employee, select the effective date and employee (s) who this method will be assigned to for this leave setup. |
Step 4 Additional Accrual Rates | |
Field Name | Description |
|---|---|
Years of Employment | Enter the number of years an employee completes before this accrual rate takes effect |
| Accrual Rate | Enter the accrual rate corresponding to all of the conditions above |
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 | |
If ending balance exceeded limit (if any) accrued hours will be reduced to keep ending balance in limit | |
Step 6 Carry Over | |
| Field Name | Description |
|---|---|
Years of Employment | Specify a number of years in case different carryover rules apply based on the years of employment |
| Unit |
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| Carry Over | % of Available: If users can carry of a percentage of available accrued balance from a previous accrual year |
| % of Permitted: If users can carry over percentage of their allowed hours limit per reporting period. (provided that the accrued hours are more or equal to the limit). This option is only for if Keep Accrual is set to 'Yes' in the method setup. | |
| Absolute Value: If users can carry over up to a specific number of hours. | |
| Expire Month | Select the month when the carry over balance will be zeroed out, if applicable. Or else use '0' if they do not expire. Select "New Year Expire Previous Year Carry Over" if the carry over from the previous year should expire in the new year. |
Step 7 New Hire Fixed Rate | |
| Note: this tab only appears if Base Accrual Rate Calculation is set to one of the Fixed options and the New Hire Fixed Rate field is set to Based on Schedule Absolute Value or Based on Schedule Percent. | |
| Field Name | Description |
|---|---|
| Number of Months | Number of months from the start of a new accrual year for yearly fixed accrual rate. |
| Rate/Percentage | Absolute value or a percentage of yearly fixed base accrual rate to be granted to a user based on the number of months specified in the Number of Months field. For example, the amount of accrual a user would receive if the hours are accrued yearly based on a fixed rate and a user started in the middle of the year, 7 months after the start of a new accrual year. |
To go back and modify any of the attributes select the method by checking the checkbox on the left of the record and select a corresponding tab (Leave Management, Assignment, Limit, Carry Over) from the bottoms window pane.
To update the accrual method the existing method would need to be deleted and a new method created.
Set up and Schedule the Employee Leave Balance Update Profile Job
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
| Field Name | Possible Values | Description |
|---|---|---|
| Accrual Time When Posted To | Specify the extract type that the timesheet needs to be posted to in order for the system to calculate the remaining balance taking into account the Leave Taken on the posted timesheets | |
| Adjust Accrual Based on Changes | Specify the number of months that the system should leave unlocked to re-calculate the changes in the balance based on Leave Taken, Adjustments in the hours on the timesheet | |
| Employee ID (Only Used by DB) | Specify a specific employee ID to re-calculate the balances for | |
| Accrual Time based on unposted timesheet Status | A-Fully Approved Z-Closed H- On Hold (Draft) O-Open P- In Approval Process J-Rejected R-Released | Specify the timesheet statuses from the past periods that you would like to include in the calculation/recalculation of the balances based on the updates and adjustments made. |
| Employee Profile Change (Only Used by DB) | Reserved for a custom query from employee table | |
| Custom Filter (Only Used by DB) | Reserved for a custom query | |
The profile job performs the following actions:
- Creates accrual entries for new employees that were added into the system
- If the timesheets from the previous reporting periods (number of months specified in the Adjust Accrual Based on Changes field) have been updated/adjusted posted it updates the leave balance information based on the leave hours taken
- Adds the accrued hours to users' leave balance
- Updates users' accrual balances going forward if the accrual method has been changed or a new accrual method has been created
- Updates users' accrual balances if any details of an employee record, impacting their accrual calculation, have changed. As an example if different accrual rates are used by employee type and in case a user's employee type is updated.
Administrators must make sure that the Employee Leave Balance Update profile is scheduled at a desired frequency. Recommendation is to schedule it at least twice a day, once after EMPLOYEE data load (if the data is being loaded on scheduled basis) and once after the timesheet extract (depending on at what frequency the timesheet extract is being run).
The profile job can also be triggered manually at any time.
Until the profile is scheduled, the Leave Management method is not computed and is offline and will display the following message:
Set up and Schedule the Place Approved Future PTO Requests back to Draft Status Profile Job
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 Place Approved Future PTO Requests Back to Draft Status
Description - Enter in a description for the profile (Optional)
Click Save
Click the Parameters tab and fill out the field options
Select Queries that the profile should use to fulfill the job requirement
Field Name | Possible Values | Description |
|---|---|---|
Number of Days Before it Becomes the Current Timesheet | Specify the number of days that the profile should use as a boundary between when the profile is run and when the future timesheet is that contains a PTO time code. For example, if the profile is ran on August 10, and the parameter is set to 7 days, then the profile will check for any PTO time codes used between August 10 and August 17 to set the timesheet back to a draft status. | |
Audit Notes | Update the message that should appear on the timesheet audit report when this profile is ran. | |
Query Items | Reserved for query items that the profile should check for, such as specific groups that the profile should apply to. |
The profile job performs the following actions:
It will check within the number of days parameter if a future timesheet is using a PTO time code.
If a future timesheet does contain a PTO time code and the timesheet is approved, then the timesheet will be set back to draft status.
The profile will filter only based on query.
The profile will only be complete if PTO total hours are less than STD hours. If the PTO Request is equal to the STD, then the profile will not change the timesheet to draft status.
This profile will allow PTO requests that have been approved for future timesheets to be edited by the user once the timesheet becomes the current period. It is especially relevant for users whose t&E access is restricted to not being able to edit fully approved timesheets.
Examples
Example 1:
Annual leave is accrued at the following rate
- 0-3 years employment – 5 hours per pay period
- 4-5 years employment – 5.67 hours per pay period
- 6-10 years employment – 6.33 hours per pay period
- 10+ years employment– 7 hours per pay period
Leave hours become available to a user after 6 months of service.
The setup screen would look as follows:
Example 2:
Employee's Annual Leave accrual is pro-rated based on the number of hours worked (hours charged to ST time code) prorated by standard working hours by reporting period . For 8 Standard Hours worked employee earns 1 hour of leave time prorated by the number of standard working hours within each period.
1200
Example 3:
When different rules apply by employee type use Assignment section of the application to set it up:
Example 4:
When there is a limit of how many hours can be accrued, this can be set up within the "Limit" tab. The limit can be different based on years of employment.
Example 5:
When there is yearly carry over cap, this can be set up in the "Carry Over" tab. The carry over amount can be different based on years of employment.
