Accruals Tab

This tab is used to establish overrides for this job code’s accrual reset or cap settings.

Accrual Reset - Choose whether or not accrual balances for this job code should reset, when they should reset, and to what amount.

 Do not automatically reset accruals to this job code - If selected,

accruals will be permitted to carry over and accrual balances will not be reset to zero at any time.

 Reset accruals to this job code on the individual’s hire date anniversary

If selected, the accrual balance for this job code will be reset to the amount entered after the employee’s hire date anniversary. If the hire date is May 21 then on May 21 of every year, the accrual will reset (once the week is closed).

 Reset accruals to this job code on a specific date - If selected, the accrual balance for this job code will be reset on the date entered and to the amount entered. If the date entered is December 31 then on December 31 of every year, the accrual will reset (once the week is closed).

If resetting to a value other than zero, the accrual will only reset if the employee has more hours accrued than the reset to value. For example, if the Sick job code is configured to reset the Sick accrual balance to 40 hours at the end of the year and the employee only has 36 hours remaining, no reset action will be taken. If, however, the employee has 42 hours remaining then the balance will be reset to 40.

Accrual Caps - Choose whether or not accrual balances for this job code should be capped, what should the cap be based on, and when.

 Cap accruals to this job code if the accrual balance should stop accruing after the accrued/remaining amount has reached a certain amount in the period selected.

o Hours accrued - If selected, the accrual balance for this job code will stop accruing after the hours accrued has reached the amount entered. Hours accrued is a reflection of the total time that the employee has accrued in the period. As an employee uses the hours that have been accrued, the hours remaining will change, but the hours accrued will not. This means that, once the hours accrued reaches the amount entered, the cap will always be in effect (the employee will not accrue anything) until the accrual is reset. For example, an accrual rule is created that accrues 2 hours of sick time every week. The Sick job code has been configured to cap the accrual when the hours accrued exceed 8. The employee has accrued 8 hours from previous weeks, so when this week is closed, the rule will not accrue anything further. Even if the employee used all 8 hours of sick time, the rule would remain capped because it is based on what has been accrued.

Let’s expand on the example above. Before the week was closed, the employee uses 2 sick hours. The cap is based on what has been accrued, so the rule will ignore the fact that the employee has 6 hours remaining and look at the 8 hours accrued. Since the cap is

set to occur when the hours accrued exceeds 8, the balance will be capped.

o Hours remaining - If selected, the accrual balance for this job code will stop accruing after the hours remaining has reached the amount entered. Hours remaining represent what the employee has left to use from what has been accrued. As an employee uses the time that has been accrued, the hours remaining will change, which means the cap will come and go (the employee will be able to accrue time again).

In the example earlier, with an accrual rule that accrues 2 hours of sick time every week, assume that the Sick job code has been configured to cap the accrual when the hours remaining exceed 8. From previous weeks, the employee has accrued 8 hours and has not used any of that, so there are 8 hours remaining. When the week is closed, the rule will not accrue anything further.

Before the week was closed, assume the employee uses 2 sick hours. The cap is based on hours remaining, so the rule will ignore the fact that the employee has accrued 8 hours and look at the 6 hours remaining. Since the cap is set to occur when the hours remaining exceeds 8, the balance will not be capped (the employee will be able to accrue time again).

When an accrual is capped, for your records, the excess is logged (Employee > Add/Edit > select the employee > Cumulative tab > Accrual history).

 Cease accruing hours if hours exceed - enter the number of hours accrued/remaining that should cause the accrual cap to go into effect.

o Entire history of accruals - if selected, the cap will never start over.

o Yearly beginning on hire date - if selected, the cap will start over once the employee’s hire date has passed (after the week containing the hire date has been closed).

o Yearly beginning on specific date - if selected, the cap will start over once the date entered has passed (after the week containing the date entered has been closed).

Recall the example earlier involving an accrual that is capped at 8 hours. If Yearly beginning on hire date or Yearly beginning on specific date is selected, the cap will start over, but if the accrual is not reset then the next cap will take effect at 16 hours (the next 8 hours).

To set up a rule so that a job code cannot accrue more than 40 hours in a year based on the employee’s hire date, specify the cap as Hours accrued, cease accruing hours if hours exceed 40, and select the period: Yearly beginning on hire date.