Who this guide is for: System administrators. Requires 'Entitlements' permission.
Overview:
This guide explains how to configure Long Service Awards, which grant additional entitlement based on an employee's length of service.
How Long Service Awards Work:
Long Service Awards automatically grant extra holiday days when employees reach specified service milestones (e.g., 3 years = 1 extra day, 5 years = 2 extra days). These awards trigger on the holiday year start date and can be restricted by service length, age, or user profile fields.
If restricting the award based on specific limitations such as service length, continuous start date, age, or user profile fields, you can select between a timeframe that Equals, is Greater than, is Less than, or is Between a specific amount of months. It is important to note that Greater than, Less than, and Between are not inclusive of the months advised.
If you're wishing to set a service length of 5 years, as an example:
- Equals – user's Employment start date has to match exactly 5 years = you set the month amount as 60 months
- Greater than – user's Employment start date has to be at least 5 years ago = you set the month amount as 59 months for it to start from 60 months
- Less than – user's Employment start date has to be less than 5 years = you set the month amount as 61 months for it to include users with 60 months or less
- Between – user's Employment start date has to be between x and 5 years ago, for example 3 – 5 years = you set the months as between 35 and 60, for the system to consider it as meeting 36 months, but working there less than 60 months (59 months)
How to Set Up Long Service Awards:
- Navigate to Admin Tools > Admin Panel > Global > Entitlement Setup
- Click Elements for your holiday pot
- Click Edit for the element you want to link to long service
- Click + Add new accrual rule to create a policy
- Configure these key settings:
- Description: Clear naming (e.g., "3 years = 1 day")
- Accrual Source: Leave as Manual Input
- Amount in Days: Enter the award value
- Restrict by Service Length: Set months (e.g., 35-48 months for 3-4 years)
- Enabled: Tick to activate (or disable for template-level control)
- Click Save at the top of the page
How to Edit an Existing Accrual Rule
If you want to edit a Long Service Award that has already been created, you can search for it directly:
- In the search bar, type Accrual rule
- From the search results, select whether you want to edit at Global, Template, or User level
- A pop-up window will appear
- Select the Entitlement pot, the Entitlement element, and then the specific Accrual rule you’d like to edit
- Make the required changes and click Save to confirm
Additional Information:
- Key Terms:
- Service Length: Calculated in months from start date
- Between Filter: Use "35-48" to cover exact years (e.g., 36-47 months = 3 years)
- Permissions: 'Global Settings' role required
- Tip: Create separate elements for long service awards to keep tracking clear
- Warning: Template settings override Global - disable globally to enable per-template
- Search Tip: Use the search bar for "Entitlements" or "Accrual rule"