Accruing Holidays and Other Benefits

The accrual settings allow you to customize the rate at which annual leave and sickness hours are calculated for a particular user.
Employees can be given a starting balance of hours from which hours are deducted or they can accrue hours as a percentage of hours worked.
The AL category is used for Annual Leave – either with an Annual Holiday Allowance or accrued by hours worked
The SIC category is used for Sickness Hours – perhaps a Starting Balance of paid sickness hours, paid hours agreed for a period of illness or the accrual of sickness hours during the year.
The OTH category can be used for other benefits such as Maternity Leave, Bereavement Leave or Time Off in Lieu

Entering Accrual Hours With a Start Balance

To set up annual leave, sick or OTH hours for an Employee, follow these steps:

  1. Click the Users tab on the main menu.
  2. Select the Employee’s name from the list.
  3. Click the Employee Services link.

NOTE: Ensure that under User Settings, the Display Benefit Accrual (in the red box above) is enabled with a yes, as above.

  1. Click the View/Edit button shown in the blue circle in the screen shot above.
    Enter the start day of the accrual. This could be the Start Date of your Holiday Year or the start date of the Employee.
    There are three types of accruals: Annual Leave (AL), Sick (SIC), and Other (OTH).
  2. In each section, enter the starting balance of hours for each type of accrual, if applicable.

  1. The Cap max VAC hours feature allows you to cap the maximum holiday hours and other hours an employee can have at any time. Any holiday or other hours accrued over the maximum are not added to the amount earned until the employee uses holiday or other hours available. If the balance falls below the cap (hours used or cap raised) they will again start accruing benefit hours.You can also set Caps for each category so that employees cannot accrue more AL, SIC or OTH hours than you wish them to.
  2. If you wish the annual benefit accrued to have an absolute cap, we suggest achieving this by adjusting the rate so the Employees only earn what is desired.
  3. The cap will stay active indefinitely after the start date is entered.
  4. Click Save and Close.
  5. As the employee uses the Balance, the amount used and amount available appear on their timecard.

Please Note: You may need to RECALCULATE the Timecard for the Benefit Hours to reflect the current balance of the end of the current Pay Period.

Accrual by Hours Worked.

To Enable Accrue by hours worked please follow these steps:

To set up annual leave, sick hours or OTH for an Employee, follow these steps:

  1. Click the Users tab on the main menu.
  2. Select the user’s name from the list
  3. Click the Employee Services link.
  4. Click the View/Edit box for the accruals box as shown below.

  1. If you wish to accrue AL hours by hours worked then you need to set the Starting Balance as 0.0.
  2. You then need to set a Rate of accrual by Hours per Hour. e.g. in the example below the Employee accrues .1207 of the normal rate, per hour onto the available Annual Leave balance.

  1. The Cap max VAC hours feature allows you to cap the maximum vacation hours and other hours an employee can have at any time.
    You can also set Caps for each category so that employees cannot accrue more holiday, SIC or OTH hours than you wish them to.
  2. As the employee uses the Balance, the amount used and amount available appear on their timecard.

Please Note: You may need to RECALCULATE the Timecard for the Benefit Hours to reflect the current balance of the end of the current Pay Period.