Accruals are split into two parts, the Long Service Award and the Accrual Policy. The Long Service Award dictates how many days the accrual gives, the Accrual Policy dictates when it triggers and awards the entitlement. 


Please see below for guides on how to set up and configure for the Long Service Award: 

  • Go to Admin tools > Admin panel
  • Go to Global > Entitlement Setup
  • Click Elements for the Holiday pot. 
  • Click Policies for the element you wish to link the long service to. 
  • Click Add new 
  • Now you'll be able to configure the award - please see an example configuration below:
    • Entitlement accrual policy - this will allow you to choose the policy or create a new policy - by selecting Add new (please refer to the below policy steps if you wish to configure another policy)
    • Description - This allows you to describe the type of rule
    • Accrual source - leave this as Manual input
    • Amount in days - Set the number of days to be awarded
    • Rounding policy - This will allow you to set the rounding policy to how e-days gives the balance
    • May be applied once only - This tells the system to only award the balance 1st and not every-time the user triggers the restriction. 
    • Restrict by service length (in months) - This tells the system how to award the user working from the length of service - 1 year equals 12 months.
    • Restrict by age (in years) - This tells the system to restrict the award by the age of the user. 
    • Restrict by User Profile fields - This tells the system to restrict the award by the specific field. 
    • Enabled - This tells the system if the policy is enabled or disabled. (Useful if you want to apply Long Service awards to specific Templates instead of Globally.)


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Example: At 3 years of service, users receive one day of long service holiday per year. When they reach 4 years, it becomes 2 days per year. When they reach 8 years, it becomes 5 days per year. How do I set this up in e-days?

The holiday year starts on 1st January. Users must have reached the threshold before they receive long service for that year.

Accrual pattern setup. These accruals run on holiday year start, so we need to make sure the system has a Holiday Year Start accrual pattern. In complex entitlement mode, to Global -> Entitlement Accrual Setup and check the table.

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  • If one does not exist, you'll need to add new and select "Holiday year start date" as the recurrence pattern. For other settings, see Accrual Pattern Setup

  • Element setup. In a simple situation, we should put the long service into its own element, as the separation keeps things tidy and obvious to system admins/users. If it does not already exist, go to Global -> Entitlement Setup -> Edit the Holiday pot and add an element called Long Service.

    Make sure the element has a sort index (priority) that is lower than that of the element which contains the annual entitlement, so it will be spent before annual entitlement (which has consequences regarding carryover). It is safest to ensure "Accrue on rollover" is set to No, so that the system does not try to copy any adjustments made in the Next year period into future years.

  • Accrual policy setup. Now when you are inside the holiday pot, click Policies next to the Long Service Element. You will need to add policies fitting the example - three, in this case. Let's start with the 3-year policy, awarding 1 day of long service.

    The Entitlement accrual policy (pattern) should be your Holiday year start date option from earlier. The description is usually a concise "duration = award" format, so in this case "3 years = 1 day" would do. The amount in days is 1.

    Restriction by service length is the tricky part. Users must have reached 3 years of service before they get the award on Jan 1st. So this is 3 * 12 = 36 months.

    We will use the Between filters, since we want it to start on year 3 but stop at year 4. We want 36 months of service to be enough to award it, and the fields are exclusive, so the lower bound is 35. We want 48 months of service to not be included, so the upper bound is 48. See screenshot for the finished version.

    Repeat this for the other policies:

    • Policy 2 will be "4-7 years = 2 days" and will award 2 days for service length between 47 and 96 months.
    • Policy 3 will be "8+ years = 5 days" and will award 5 days for service length greater than 95 months.

If you would like to enlarge the image, please click on it to expand.


Enable by template In larger systems, you probably want to disable these policies globally (as in the screenshot above) and enable them on the template where they are active. Go to Templates -> Edit the template. Then on the Entitlements tab, Edit Holiday -> Long Service. Here you may click Advanced and Add the three policies. 



Oddities with restrictions:

Exclusive - to require 1 year of service or longer, you should put greater than 11, because that means 12 months or more. The 11 is not counted. To require exactly two years of service, you should put between 23 and 36 months, so that it will run for 24, 25, ... 35 months of service.
Truncated - putting 11 is the same as putting 11.99, or any other value starting in 11. The decimal point is ignored, basically.
Whole durations - if a user starts on 15th Jan, their service length is:

Oddities with restrictions:

Exclusive - to require 1 year of service or longer, you should put greater than 11, because that means 12 months or more. The 11 is not counted. To require exactly two years of service, you should put between 23 and 36 months, so that it will run for 24, 25, ... 35 months of service.
Truncated - putting 11 is the same as putting 11.99, or any other value starting in 11. The decimal point is ignored, basically.
Whole durations - if a user starts on 15th Jan, their service length added monthly, so next would be 15th of Feb, 15th of March etc.