Who this guide is for: System administrators. Requires 'Entitlements' permission.
Overview:
This guide explains how to configure new accrual rules. Accrual rules determine how much entitlement is awarded to users and on what terms, if any.
P.S - All accrual rules run based on scheduled tasks for your system, however they will not run retrospectively. If you create a new rule that should have run historically, the entitlement will need to be added to users manually for the current year, and then it will run naturally next time it is scheduled for.
How to Set up Accrual rules:
- Navigate to Admin Tools > Admin Panel > Global > Entitlement Setup
- Click on Edit for the entitlement pot (f.e "Holiday")
- Click on Edit for the entitlement element that the accrual rule needs to be set up in (f.e "Long Service")
- Click on either the + Add new accrual rule in the top right corner or scroll down and click on + Add new in the List of accrual rules
- Fill out the details as required
- Save the changes
Accrual rule settings:
- Enabled - enabling an accrual rule on a global level enables it for all users on the system. If this is a rule that should only be enabled for a specific set of users, this setting should be left unticked on a global level, and then enabled on a template / user level.
- Name - the name or description of your accrual rule. It would be recommended to name it something easily differentiable. For example, if it's an award that is given for the 5 year anniversary, then you could name it something like "Anniversary Award - 5 years (2 days)".
- Entitlement accrual pattern - the pattern of which the accrual rule will rule. If an option you wish to select doesn't appear in the dropdown, you can utilise the Accrual policies - Setting up accrual patterns guide to create a new pattern before creating the rule
- Accrual source - Manual input - with this, you are manually inputting the amount the user earns at the point of the award running (default option).
- Amount in days/hours - the amount of days or hours that the user gets awarded with. The time unit depends on the entitlement pot time unit.
- Accrual source - Time tracking - with this, you would configure an amount earned per the amount of hours worked. This is awarded to users upon their timesheet being authorised.
- Accrue hours - the amount of hours that the user earns
- Per hours worked - the amount of hours that the user should have worked to accrue the amount in Accrue hours
- Rounding policy - determining if and how the award amount gets rounded, best used with days-based accruals. For example, if you wish for values to only be rounded up to halves and wholes, you'd select Up To Nearest Half.
- May be applied once only - determines whether the award can only be run once. This is helpful mainly for configurations where the user needs to get a specific amount of days upon them ending probation, for example.
- Restrict by service length (in months) - references the user's Employment Start Date (found in User > Profile details) at the point of the award running to see whether the user meets the criteria configured. Please reference the Important notes for restrictions section of this guide if you're selecting either Less than, Greater than, or Between.
- Restrict by continuous start date (in months) - references the user's Continuous Start Date (found in User > Profile > Advanced profile details) at the point of the award running to see whether the user meets the criteria configured. Please reference the Important notes for restrictions section of this guide if you're selecting either Less than, Greater than, or Between.
- Restrict by age (in years) - references the user's Date Of Birth (found in User > Profile details) at the point of the award running to see whether the user meets the criteria configured. This helps with seniority by age awards, or birthday awards. Please reference the Important notes for restrictions section of this guide if you're selecting either Less than, Greater than, or Between.
- Restrict by User Profile fields - reference the specified user profile field, for example Team, Job Title, Gender, etc to see whether they are eligible for the award. Helpful for configurations where only a specific set of users should receive the award with them being dispersed between different templates, instead of enabling it on their profile one by one.
Important notes for restrictions:
When adding in time-based restrictions for an accrual rule to only award the entitlement if the user has met the specific month or year requirement, the system gives you four options: Equals, Less Than, Greater Than, and Between. Out of those options, the only option inclusive of the number specified is Equals - the rest of them do not include the number that is specified.
The below explanations have been written out based on the Restrict by service length (in months) restriction, as that is the most common restriction type:
- Equals - the user must have worked exactly this amount of months for the award to be given. Using equals essentially means that the award will also only run once - as and when that restriction has been met specifically.
- This is useful in situations where you might be setting up a daily award to run at the moment that the user has been working there say 3 months, but then not awarded again. In this case, you would set it as Equals and then the month amount as 3.
- Less than - the user must have worked less than this amount specified for the award to be given.
- This is mainly used when an award only gets awarded up to a specific time of employment, say users that have worked there for more than 30 years (360 months), then you would put it as Less than and then the month amount as 361 to count the month of 360 in the mix.
- Greater Than - the user must have worked more than this amount specified for the award to be given.
- This is one of the more frequently used option and useful for awards where it can run at the pattern specified as long as the user has worked there for at least that amount. For example, say a user must have worked in the company for at least a full year before starting to earn length of service - with this, you'd set the award to Greater than and month amount as 11 - this way, the award will start running from the 12th month onwards.
- Between - the user must have worked between the months specified for the award to be given.
- This is useful for awards that only run between a specific amount of months and shouldn't run once those months have been exceeded. For example, say you wish to only give a user automatic entitlement between the length of service of 5 and 8 years, equating to 60 and 96 months. In this case, you would set the award to Between and then 59 and 97 months - this will ensure that both the exact years met of 5 and 8 years will still award the entitlement to the users.
Additional Information:
- Key Terms:
- Accrual pattern: determines when and how an award runs
- Accrual rule: determines the amount awarded and the terms for awarding the set amount
- Permissions: 'Entitlements' role required
- Tip: Create separate accrual rules for each configuration required
- Search Tip: Use the search bar for "Entitlements" or "Accrual rule"