Basic Accruals Rule

The Basic Accruals Rule can be used for some common types of accrual policies. It does not require scripting and instead provides a user interface that assists in setting up that accrual system on the account.

The Basic Accruals Rule is found on the Processing Rules page under the Accruals category. It appears in the list of rules as BasicAccruals.

 Policy Names

The Policy Names fields are used to select which employees receive the accrual.

The Basic Accruals rule can actually implement two policies for clients that have separate policies for two different sets of employees. These are delineated on the Basic Accruals page with First Policy Name and Second Policy Name. If you leave these fields blank, the policies will be applied to all employees, however, if you enter a policy name in either of these fields, the policy will apply only to employees have that same value entered in the Policy Validator Employee Setup field.

This field will only appear in Employee Setup when the Basic Accruals rule has been configured and saved. This field will have an effective date, which means the accrual policy will only apply to the employee starting on that date.

Bucket Name

This is used to name the accrual categories. It could be "Vacation", "PTO" or, if you have separate policies, you could name the bucket "Vacation - PT".

These bucket names will need to have a matching pay category that is setup in the Punch Categories rule.

The bucket names do not need to be unique to each policy. For instance, you could have Vacation as a bucket name for both policies and the amount that the employee would accrue would be based on the Policy Validator field in Employee Setup.

Configuring the Policy

Each bucket within each policy can be setup with it's own rules. 
  • Frequency at which they accrue is the interval at which the employee earns time.
  • Yearly Specifics applies only to policies where the time accrues once per year in a lump sum. You can choose to have the time accrue on the employee's start date each year or, a specific, company wide date, like January 1st.
  • Date to start accruals in our system is where you choose the starting date of the policy. This includes when to start deductions to be made from existing balances. This means that even if you are starting an annual policy that accrues on January 1st, you will still want to set this date prior to the next January 1st so that the existing balances are reduced when an employee uses paid leave.
  • Months is where you enter the tenure thresholds for earning different amounts of paid leave. This is done in a highest to lowest order, so make sure you start with the greatest amount of tenure.
  • Amount in hours is the amount each tenure threshold earns annually.
  • Max in hours is a cap which shuts off the accrual when an employee reaches it. This is not an annual max, but an overall max that is used when employees have carryovers and/or additional amounts added to their balance.
  • Min is a number that identifies whether or not the employee can go negative on their balance if they don't have enough time in the bucket. If this is left blank, the employee can go infinitely negative. If it is set to 0, they cannot go negative. If it is set to a negative number, they can go negative by that many hours.
  • First day employees can use their balance is used for vesting dates, generally with new hires.
  • Expiration date can be used if the paid leave expires on a "use it or lose it" basis. However, if the employees are allowed to carry over a set amount of hours, that can also be set here.

Once you have set the rules for each bucket, you can save the changes.

A pay period prior to the accrual start date needs to be finalized before the accrual policy can run.

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