Who this guide is for: System administrators – Requires ‘Entitlement setup’ permission
Overview
This guide will explain what an entitlement policy is, when it might be needed, and how to set one up.
What is an entitlement policy?
Entitlement policies are associated to entitlement pots and elements, where you can build rules around how much and what criteria needs to be met before the award is given. These are often used to set up awards based on different criteria—for example, long-service awards, yearly awards, or accruals.
The setup is split into two:
- Entitlement Accrual Rules – This is where you specify when the award is given
- Entitlement Element Accrual Rules – This is where you define how much is given based on the criteria specified
Entitlement Accrual Patterns and Elements
The settings below cover how to configure an accrual prior to defining amounts and criteria. You will find this section under Global in the Admin panel of the system.
- Description: Describes the frequency, for example “Yearly on Calendar Year Rollover” or “First of the Month.”
- Enable projected annual total: If you plan an accrual rule (e.g. 2 days per month), this option projects all future accruals for the year—showing 24 days rather than just 2 days after one month.
- Prorate award: Determines whether Full Time Equivalent (FTE) is considered when awarding the entitlement accrual (important for part-time employees).
- Award in the year: Allows you to apply the rule for the current or next year; only available for rules running on employment start date or Calendar Year Rollover.
- Recurrence pattern: Specifies when the award is given:
- Single Occurrence: One-off award on a specific date (e.g. company anniversary)
- Daily: Checks and awards every day (e.g. post-probation awards)
- Weekly: Checks and awards on a chosen weekday (e.g. 0.5 days every Monday = 24 days/year)
- Monthly: Awards on a chosen day each month (e.g. 2 days on the 1st of each month)
- Holiday year start date: Uses the Calendar Day and Month from each user’s profile to award on that date (e.g. 5 days study leave per year).
- Employment start date: Awards on the user’s start date, with options:
- Annually – Every year
- Biannually – Every two years
- Quarterly – Every three months
- Monthly – Every month
Tip: For leap-year starters, set the employment start date to 28 Feb to ensure consistent awards.
Once the Accrual Pattern is set up, you can build out your rules - the accrual rules have to be created at a Global level, however can be altered on a template or user level.
- Entitlement accrual rules: Lists the rules created earlier—determines when individuals receive awards
- Description: A clear label (e.g. “Singapore – 2 days Volunteer Leave after 2 years’ service”)
- Accrual Source:
- Manual input: Specify a fixed amount (e.g. 2 days) or periodic accrual (e.g. 1.5 days/month)
- Time Submission: See the Time Submission guide in the knowledge base
- Rounding policy: Defines how amounts are rounded
- May be applied once: Select if the award occurs only once
- Restrict by service length (months): Conditions based on employment tenure
- Restrict by age (years): Conditions based on a user’s age (from date of birth)
- Restrict by profile fields: Use other profile criteria (e.g. child age < 12); contact your Project Manager or Support for custom fields
You can stack element policies to award different amounts at various employment stages.
How to create a rule and apply these?
See the following knowledge base articles:
- Accrual rule setup
- Long Service Award – Example and Configuration
Video Resources:
Entitlement Accrual Setup
Entitlement Setup