The AccrualRuleset determines how and when balances, which are used to offset employee time off, should be accrued. These rulesets are assigned to the person's Leave Policy. The ACCRUAL service uses the settings in the person’s Leave Policy to create and add time to person leave type records.
Accrual Rules are created on the Calc Rule form. Each rule is expressed as an IF-THEN statement. The IF portion contains one or more conditions, and the THEN portion contains one or more actions. When the condition is met, the action is executed.
See Also:
When you create rules, a combination of operands and operators make up the IF and THEN clauses. The combination of operands and operators must return a Boolean value or be a Boolean expression (True or False) in order for the rules to work. The IS operands will return a Boolean expression (True or False statement). The GET operands will return a value.
The available operands for the AccrualRuleset are:
Accrue is a THEN operand that changes a person’s balance.
When you select the Accrue operand, you must specify the Amount and Unit.
Amount is the number of hours that will be accrued.
Unit is how often these units will be accrued (Year, Month, Pay Period and Week).
For example, select 40 as your Amount and Year as your Unit if the balance is to accrue 40 hours per year.
Example – Employees With 1-5 Years of Service Accrue 80 Hours/Year
According to this rule, employees who have worked for the company at least 1 but less than 5 years will accrue 80 hours in their leave type code each year.
IF:
Is Employed For( At Least, 12, Months, First Of Month, Service Date
)
And
Is Employed For( Less Than, 60, Months, First Of Month, Service Date
)
THEN:
Accrue( 80, Year )
This operand prorates the number of hours that accrue based on the employee’s scheduled paid hours. This operand can be used to accrue hours for employees whose scheduled paid hours are less than 40, but the actual hours amount may fluctuate.
For example, if a person who works full-time (40 hours/week) will accrue 80 hours in a year, a person who works part-time (20 hours/week) will accrue 40 hours in a year based on the formula 20/40 * 80 = 40. The same formula can be used to accrue hours for a person who works 25 hours/week (25/40 * 80 = 50).
The operand’s parameters define the range over which the scheduled paid hours will be calculated, the number of full-time scheduled hours, and the amount of hours that would accrue for the full-time number of hours. You can also specify whether to round the accrued hours to the nearest hour.
Parameters:
Range = Length of time over which the operand should sum the person’s scheduled paid hours. Select Pay Period, Pay Week, or Posting Day.
Denominator = Number of hours that are normally scheduled for a full-time employee.
Amount = Number of hours that will be accrued for the Denominator.
Unit = How often the Amount of hours will be accrued (Month, Pay Period, Week, or Year). For example, if the Amount is 40 and the Unit is Year, the balance would accrue 40 hours per year for a full-time employee.
Round To Nearest Hour = True or False. Indicates whether the prorated accrual amount will be rounded to the nearest hour.
Example – Accrual for Employees With 1-5 Years of Service
This rule calculates the accrual balance for employees who have worked for the company at least 1 but less than 5 years based on their scheduled paid hours.
IF:
Is Employed For( At Least, 12, Months, First Of Month, Service Date
)
And
Is Employed For( Less Than, 60, Months, First Of Month, Service Date
)
THEN:
Accrue By Sched Paid Hrs( Pay Period, 40, 80, Year, False )
A full-time employee with 40 scheduled paid hours will accrue 80 hours in the balance.
If an employee has 26 scheduled paid hours, he will accrue 52 hours in the balance (26/40 * 80 = 52).
If the employee has 25 scheduled paid hours, he will accrue 50 hours in the balance (25/40 * 80 = 50).
If the employee has 20 scheduled paid hours, he will accrue 40 hours in the balance (20/40 * 80 = 40).
Example – Round To Nearest Hour Options
This rule calculates a monthly accrual balance for employees who have worked for the company at least 90 days. The balance accrual amount will depend on the operand’s Round To Nearest Hour parameter.
IF:
Is Employed For( At Least, 90, Days, Actual, Hire Date )
THEN:
Accrue By Sched Paid Hrs( Pay Period, 40, 5, Month, False )
For a full-time employee (40 scheduled paid hours), the balance will accrue 5 hours a month.
If the employee has 15 scheduled paid hours, the balance will accrue 1.875 hours (15/40 * 5 = 1.875). However, if you change the operand’s Round To Nearest Hour parameter to True, the balance will round to 2 hours.
This THEN operand is used to calculate an accrual amount for a prorated number of periods. It is most often used to calculate the prorated accrual amount for a person’s first year of employment. See Partial Year Prorated Accrual.
Parameters:
Amount = Use this parameter to calculate the amount that will be accrued for the specified number of periods. You can enter a flat amount or right-click and select an operand to determine the amount.
Number of Periods = Defines the number of periods over which the accrual amount will be prorated. The period is defined by the Accrual Unit in the person’s Balance Policy (e.g., Months).
This operand returns the month number of the person’s Hire Date, Rehire Date, or Service Date. The Hire Basis parameter determines which of these dates to use when determining the month number. Month numbers are from 1 to 12, January to December. For example, a person’s Hire Date is December 23 and his Service Date is January 4. If the Hire Basis is Hire Date, the month number is 12. If the Hire Basis is Service Date, the month number is 1.
Parameters:
Hire Basis = The Hire Month number can be based on a person’s Hire Date, Net Hire Date (Rehire Date), or Service Date. These options are defined in the Person record.
This operand returns the number of missed accrual periods (months) that have occurred since the person’s Hire Date, Rehire Date, or Service Date. For example, a person is hired in February and the ACCRUAL service runs on April 1. The operand returns 3 to account for three missed accrual periods (February, March, and April).
This operand is typically used in a rule that calculates a person’s first accrual in the first year of employment. See Partial Year Prorated Accrual.
Parameters:
Unit = Measures the accrual period. Currently only Months is supported.
Hire Basis = The number of missed accrual periods can be based on a person’s Hire Date, Net Hire Date (Rehire Date), or Service Date. These options are defined in the Person record.
This operand is used when an employee’s balance accrual is based on the number of hours worked.
The Get Worked Hours operand selects hours posted to the events defined in the Events tab of the employee’s Balance Policy.
When you select this operand, you must also specify the Classification and Date Range.
Classification is the hours classification of the events you want to count as worked hours. Select All Classes, All Paid, All Unpaid, D (double time), O (overtime), R (regular), U (unpaid), or W (weekly overtime).
Date Range indicates whether you want to select the hours from the Previous Balance Period, Previous Calendar Year, or Last 12 Months.
Previous Balance Period is the effective date range for the accrual period immediately before the one that is currently accruing. For example, if the previous accrual period was effective July 1, 2010 through June 30, 2011, then 7/1/2010-6/30/2011 is the Date Range.
Previous Calendar Year is the January 1 to December 31 of the previous year. For example, if today is April 3, 2011, the Previous Calendar Year is January 1, 2010 through December 31, 2010.
Last 12 Months is the previous year not including today. For example, if today is April 3, 2011, then the Last 12 Months is April 3, 2010 through April 2, 2011.
The Get Worked Hours operand may be used as an IF clause to specify the number of hours worked that are required to accrue to the balance. For example, if X years of employment and Y hours worked, then accrue Z hours per year.
This operand may also be used as a parameter to the Accrue operand. For example, a company may require that an employee works 1400 hours in the previous balance year to get the full accrual of 40 hours a year. If the employee works less than 1400 hours, the accrual is prorated for less:
Accrue( ( Min( GetWorkedHours( All Paid, Previous Balance Period ), 1400.0 ) / 1400.0 ) * 40.0, Year)
This IF operand establishes the employment threshold required for the balance to accrue.
When you select this operand, you must also specify the Operation, Amount, Unit, Start Basis, and Start Date.
Operation: Select At Least or Less Than.
Amount: Enter the number of Units.
Unit: Select Years, Months, Pay Periods, Weeks, or Days.
Start Basis: Select Actual or First of Month.
Start Date: Select Hire Date, Net Hire Date, or Service Date.
If Start Basis is Actual, the chosen date will be the actual hire date, net hire date, or service date. If Start Basis is First of Month, the chosen date will be the first day of the month containing the hire, net hire, or service date.
If the employee has a Rehire Date, the Net Hire Date will be the Rehire Date. Otherwise, Net Hire Date is the same as the Hire Date. Service Date is the date the employee started working. Hire Date, Rehire Date, and Service Date can be found in the Person record.
Example: An employee’s vacation balance accrues at a certain rate once the employee has been working 3 or more years but less than 10 years from their Service Date. The Is Employed For operand would have two clauses connected with And. The first clause would have the parameters At Least, 3, Years and Service Date. The second clause would have the parameters Less Than, 10, Years and Service Date.
Note: If you are using the Is Employed For operand and the ACCRUAL service cannot find the employee’s hire date, rehire date, or service date, the accrual will fail. Make sure these dates are specified in the employee’s Person record.
This operand indicates whether the person’s Balance record (for the Leave Type Code and Balance Year in the period under consideration) does not yet exist or the record exists but the Last Accrual Date is null. If either of these conditions is met, the operand returns a value of True. Otherwise, the operand returns a value of False.
This operand is typically used to check if the accrual is being processed in the person’s first year of employment.
The operand indicates whether the year in the Hire Basis parameter is the same as the year of the end of the period under consideration. It returns a value of True or False accordingly. For example, a person is hired in March of 2015 and the accrual period is calendar months. An accrual for December 2015 would return a value of True (the accrual is in the first calendar year). An accrual for January 2016 would return a value of False.
Parameters:
Hire Basis = The determination of the first calendar year can be based on a person’s Hire Date, Net Hire Date (Rehire Date), or Service Date. These options are defined in the Person record.
Checks to see if the amount exceeds a specified maximum value. Can be used in a rule that selects from the maximum of two values.
Checks to see if the amount is at least a specified minimum value. Can be used in a rule that selects from the minimum of two values.
Use this operand to select a value that is the opposite of a specified value.
Parameters:
Value = Enter a value in this field or right-click and choose an operand to calculate this value.
The True operand always returns a value of True. For example, to make sure that a rule is executed in all circumstances, create an IF clause with only the True operand.