Question
Why is my new hire not receiving his leave accrual?
Answer
Troubleshooting Automatic Accruals
For non-yearly accrual periods, e.g. weekly, biweekly, monthly or custom time periods, employees with a first day that falls within an accrual period they will not automatically receive an accrual. For example, an employee starting on October 15th will not receive his monthly accrual at the end of that month. The system also will not automatically give them a partial or pro-rated accrual for working a partial accrual period.
For new hires, you two options:
1. You can set the accrual amount manually
- Navigate to the Employees tab
- Then to the employee profile
- Scroll down this employee’s Current Balances
- Click the show/hide triangle to display all their current balances
- Click on the balance you want to edit
- To add a new accrual amount, set:
- Action = Add
- Date = The effective date of the accrual
- Hours = the hours amount you want to add
- Comment = the comment in the audit trail (e.g. “Accrual adjustment for new hire whose first day fell in middle of time period.”)
2. You can use the re-run accruals wizard
This is a workaround method that you should use with our assistance.
- Navigate to the Employees tab
- Then to the employee profile
- Edit the employee’s profile
- Temporarily remove the employee’s first day value (write it down to restore later).
- Click Okay to save these settings.
- If you have full system administrator security permissions, navigate to System>System Tools
- Click Re-Run Accruals Wizard
- After reading the Introduction, click Next
- Select the user’s policy, then click Next
- Select the balance, then click Next
- Select the employee, then click Next
- Select the date range (this will be the start and finish dates of the time period during which the accrual will run).
- Note that accruals run after midnight at the end of a time period.
- Be sure to set the finish date to the last date of the time period plus one day, e.g. If the time period ends on October 4th, set the finish date to October 5th.
- Click Next.
- Read the certification message.
- When you are ready to re-run the accruals rule, click the checkbox.
- Then click Run.
- The accruals rule will run and display the results on the screen.
- You can copy and paste the results in a document for safe keeping if you prefer.
- Navigate back to the employee’s profile.
- Reset their first day to the original value.
- Click Okay to save this change.
Of the two options, Option 1 is much easier if you know the accrual amount to add.
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