Accrual Profile Entry

Maintenance > Human Resources > Employee Attributes > Accrual Plans > (New/Edit) > Profiles Tab > (New/)

Use this page to set up or edit an accrual profile and related rule set for the accrual plan selected.

Note: Benefits of accrual profiles:Closed Accrual profiles reduce the need for benefit groups and the maintenance that results after contract changes.

This page contains two tabs of data:

 

This tab contains all of the information that makes up an accrual profile, including the calculation type, calculation method, probation information and payoff specification:

  • Profile CodesClosed contains all of the profiles that have been created for the selected plan. Click the arrow buttons on either side of the field to move back and forth between profiles, or click the field prompt to select a profile from a drop-down list.
  • Profile CodeClosed identifies the plan profile, such as Police Vacation. It must be unique within the plan. This entry is required.
  • Hours CategoryClosed identifies the accrual category, such as vacation or sick time, of the plan profile. All related hours codes are tied to this category. Since it is a general term, it does not have to be unique within the plan. This selection is required and will filter the available selections on the Accrual Hours Code drop-down.
  • Accrual Hours CodeClosed identifies the hours code for the selected Hours Category--for example, Comp Time Earned. The field drop-down contains all hours codes that have the Accruals check box checked in Maintenance. This selection is required.

Note: Validating an accrual plan:Closed An accrual plan cannot be assigned to an employee unless all of its profiles have been validated. For a profile to be validated, all rule sets associated with it may not contain overlapping dates or gaps in dates.

To see what a button does, click its image below:

To navigate between profiles in a plan, click the arrow buttons on either side of the Profile Codes field.

Use the fields in this section of the page to define accrual earnings that are calculated on a particular employment or milestone date, such as hire date, benefit date or seniority date.

Field Description
Rule Set Type

When an accrual calculation is run, tells what rule set will be applied, based on the date type selected. The valid selections are Hire Date, Accrual Date, Seniority Date and Benefit Date. If a Rule Set Type is not applicable, leave this field blank.
Calculation Based On

Required. Identifies the date type that will be used in the calculation to determine accrual earnings. The available selections are Hire Date, Accrual Date, Seniority Date and Benefit Date.

This selection is used throughout the system. When and accruals are applied, the amounts employees earn will be based on the number of months of service they have put in since the date type selected.
Anniversary Earn Date Type of anniversary or non-anniversary date when accruals are earned. The available selections are First Day of Pay Period, Last Day of Pay Period, First of the Month, Last of the Month, Hire Date, Seniority Date, Benefit Date, Accrual Date and Manual.
Non-Anniversary Earn Date
Interval Taken

Tells how accrual time taken or earned is to be entered. Time may be taken or earned in whatever interval organizational policy dictates; for example, if time may be taken or earned in quarter-hour intervals, type .25 in the appropriate field.

An entry in either field must be 1 or less and may contain four decimal places.
Interval Earned
Rounding Method

Identifies the type of rounding to be applied if the accrual-earned calculation is based on a percentage (Allow Percentage checked in the Calculation Method section)--for example, 50% for a part-time employee.

Click in the field to select a rounding option from a drop-down list. This field is enabled only when Interval Earned contains an entry:

  • Standard Rounding rounds amounts to the next highest increment, according to the Interval Earned entry.
  • Round Up rounds automatically to the next highest increment; for example, if the Interval Earned were .5 and the calculated amount were 5.15, the amount would be rounded to 5.5.
  • Round Down rounds automatically to the next lowest increment; for example, if the Interval Earned were .5 and the calculated amount were 5.45, the amount would be rounded to 5.

Use the fields in this section of the page to define the way an accrual calculation will occur for this profile. Calculation methods may be as complex as you need.

You may create different calculation methods for the same profile; for example, a group of part-time employees who use the same accrual profile as a group of full-time employees might earn accrual hours at 50% that of the full-time employees (four hours per pay period vs. eight), so this section lets you specify a calculation method that applies a different percentage for part-time employees.

To handle a service hours-based profile, this section also lets you calculate accrual hours based on a rate multiplied by the number of hours worked in a time frame.

Field Description
Apply FTE or Accrual FTE

Identifies whether a position full-time equivalency or accrual full-time equivalency will be applied to the calculation method.

Full-time equivalency refers to budgeted hours, not actual hours; for example, if a full-time position equals 40 hours per week, an employee who works 20 hours per week corresponds with a .5 FTE.

The available selections in this field are Accrual FTE and Position FTE. If you select Accrual FTE, the Plan Calculation Percentage, defined in the Position section of the employee's Job tab, will be used; if you select Position FTE, the Position FTE of the primary job, defined in the Position section of the employee's Job tab, will be used.

Position FTE is selected by default. If you select Accrual FTE and an employee does not have this check box selected on his record, Position FTE will be used.
Allow Percentage Identifies whether the accrual calculation will be based on a percentage of hours earned. Checking this box enables the remaining fields in this section.
Allow Percentage Earned to Exceed 100% Determines whether the percentage of accrual time earned may exceed 100%.
Percentage Based on Equation

Required if Allow Percentage is checked.

The available hours type selections for the numerator are Actual Hours, Annual Hours, Cycle Hours (hours worked within a given cycle) and Daily Hours.

The available hours type selections for the denominator are Annual Hours, Cycle Hoursand Fixed Hours; however, if the numerator is anything besides Actual Hours, the denominator must be Fixed Hours.

Selecting Actual Hours as the numerator, enables and requires an Actual Hours Based On selection.

Selecting Fixed Hours as the denominator enables and requires and entry in the Fixed Hours field.

Cycle Hours, Daily Hours and Annual Hours are retrieved from the Position section of the employee's Job tab.

The equation will not include a Position FTE or Accrual FTE multiplication unless Apply FTE or Accrual FTE is checked.
Fixed Hours Enabled and required if Fixed Hours is selected as the denominator in the Percent Based On Equation. The maximum value may be 9999.9999.
Actual Hours Based On

Available selections: Current Pay Batch, Current Pay Period, Last Year, Manual, Prior Four Weeks, Prior Month, Prior Pay Period.

If you select Manual, the Actual Hours Based On dates from the Calculate Accrual Hours page will be used.

Note: The Current Pay Batch selection allows prorated hours to be added to the current payroll batch, regardless of the dates entered, when accruals are calculated.
Earn by Hours Worked

Select if setting up accrual calculations to be based on hours worked.

Note: This check box is for California customers only.

If an employee with your organization cannot begin to use accrual earnings until a certain number of days have passed since his accrual date, benefit date, hire date or seniority date, use the fields in this section of the page to set up this requirement.

  • Based on DateClosed tells whether an employee's probationary period begins with the Accrual Date, Benefit Date, Hire Date or Seniority Date. A selection in this field enables and requires the Days on Probation field.
  • Days on ProbationClosed tells how long the employee needs to be employed by the organization before he may start using vacation, sick, personal and other accrual time.

In eTimesheets, if you want employees with particular accrual profiles to be able to take accrual time before it is earned, thus reducing their current accrual balances to less than zero, select the Allow Negative Balance check box.

On submitting time in eTimesheets, employees will receive a warning dialog that shows what hours categories will fall below zero.

Leaving the Allow Negative Balance check box deselected will prevent employees from submitting time in excess of their accrual balances.

Use the fields in this section of the page to select whether the steps to pay off an employee will be based on the months of service or the hours worked and to select the hours code to be used for the payoff process.

  • Payoff TypeClosed determines whether payoff steps will be based on Months of Service or Accrual Bank. A selection in this field enables and requires the Payoff Hours Code field.
  • Payoff Hours CodeClosed identifies the hours code to be used for the payoff process. The available selections on the drop-down are hourly codes based on the Hours Category of the current profile. This code cannot be an accrual hours code (Accruals check box should be unchecked on the hours code page).
  • Lost Hours CodeClosed handles any hours that are not paid to an employee but still exist in the employee's bank. It is a non-accrual hours code with a multiplier of zero. The available selections on the drop-down are based on the Hours Category of the current profile.

 

Using dates and exception codes, rule sets establish the rules for each profile. Different employees may earn differently according to the union agreements with which they are associated. Accrual profiles may be applied to employees based on the rule sets they fit.

The grid on this tab contains rule sets that already have been set up for the selected profile. Rule sets are sorted by date, oldest first, then alphabetically by exceptions.

Field Description
Rule Set Code Identifies the rule set.
Operator Tells when the rule set is effective in relation to the effective date(s) or whether the rule set is exception-based. An exception-based rule set may apply to an employee who, though a participant in the same accrual profile as others, may be paid at a different rate.
Date/Code Effective date(s) or exception code of the rule set.

To see what a button does, click its image below:

Note: Validating an accrual plan:Closed An accrual plan cannot be assigned to an employee unless all of its profiles have been validated. For a profile to be validated, all rule sets associated with it may not contain overlapping dates or gaps in dates.

 

To add a rule set to the grid, click the New button, located in the bottom border of the grid. To edit a rule set, click the edit icon , located in the cell immediately to the left of the Rule Set Code. In both cases, the Rule Set Entry page will open, containing the detailed information for the rule set, including earn steps, excess hours distribution and payoff steps.

Note: A profile rule set that has been used in a payroll cannot be edited.

 

To delete an accrual profile rule set, click the delete icon , located in the far-left cell of the corresponding row. A dialog will ask you to confirm the delete.

Note: A profile rule set that has been used in a payroll cannot be deleted.

 

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