Accrue time off based on hours worked

For many organizations, time off, such as vacation and sick time, is awarded to an employee based on the time the employee has worked. Sparkrock 365 provides the following methods to accrue time off based on hours worked:

• Unit based: Time off is accrued based on units.

• Percentage based: Time off is accrued based on a percentage.

Percentage based

With Sparkrock 365, organizations can manage time off that is accrued based on a percentage. For example, an employee may be awarded vacation time at a rate of 4% for the time the employee has worked, which means that when the employee works 40 hours, the employee is awarded 1.6 hours of vacation time to be taken at a later date.

To set up how time off is accrued based on hours worked for a cause of absence

1. Choose , enter causes of absence, and then choose the related link.

   The Causes of Absence page opens.

2. For each cause of absence that you want to set up to accrue time off based on hours worked, perform the following steps:

   1. Select the cause of absence, and then on the action bar, choose Edit.
      The Cause of Absence Card page opens.
   2. On the Accruals FastTab, perform the following steps:
      1. In Accrual Type, specify Fixed Amount or Years of Service.
      2. In Calculation Basis, specify Unit Based or Percentage Based.
      3. Specify values for other fields as required.

Assign eligible HR pay codes to a cause of absence for which time off is based on a percentage

When a cause of absence has on the Cause of Absence Card page, on the Accruals FastTab, Calculation Basis set to Percentage Based, you can define the eligible HR pay codes for the cause of absence.

Note

Note:
When the Calculation Basis is set to Unit Based, you cannot define eligible HR pay codes for the cause of absence.

To assign eligible HR pay codes to a cause of absence for which time off is based on a percentage

1. Choose , enter causes of absence, and then choose the related link.

   The Causes of Absence page opens.

2. Select the cause of absence for which you want to assign eligible HR pay codes, and then on the action bar, choose Actions > Load Eligible HR Pay Codes.

   The Load Eligible HR Pay Codes page opens.

3. Specify filters as required.

4. Choose OK.

To view the eligible HR pay codes that are assigned to a cause of absence

1. Choose , enter causes of absence, and then choose the related link.

   The Causes of Absence page opens.

2. Select the cause of absence for which you want to view the eligible HR pay codes, and then on the action bar, choose Edit.

   The Cause of Absence Card page opens.

3. On the action bar, choose Related > Eligible HR Pay Codes.

   The COA Eligible HR Pay Codes page opens.

To set up a cause of absence on an attendance plan to accrue time off based on hours worked

1. Choose , enter attendance plans, and then choose the related link.

   The Attendance Plans page opens.

2. Select the attendance plan for which you want to set up a cause of absence to accrue time off based on hours worked, and then on the action bar, choose Edit.

   The Attendance Plan page opens.

3. On the Attendance Plan Lines FastTab, for each cause of absence that you want to accrue time off based on hours worked, perform the following steps:

   1. On the action bar, choose Manage > New Line.
      A new row appears.
   2. In Cause of Absence Code, specify the code that represents the cause of absence that you want to add.
   3. If time off is to be accrued for this cause of absence based on a percentage, perform one of the following steps depending on the value of the Accrual Type field on the respective Cause of Absence Card page:
      • If the value of Accrual Type is Fixed Amount, in Accrual Percentage, specify a value.
      • If the value of Accrual Type is Years of Service, perform the following steps:
        1. On the action bar, choose Line > Accruals.
           The Attendance Plan Accruals page opens.
        2. On applicable rows, in Accrual Percentage, specify a value.
        3. To return to the Attendance Plan page, choose .
   4. Specify values for other fields as required.
      The Accrual Units field can only be edited when on the Cause of Absence Card page of the respective cause of absence, Calculation Basis is set to Percentage Based.

To set up a cause of absence on an employee attendance plan to accrue time off based on hours worked

1. Choose , enter employees, and then choose the related link.

   The Employees page opens.

2. Select the employee for which you want to set up a cause of absence to accrue time off based on hours worked, and then on the action bar, choose Attendance Plan.

   The Employee Attendance Plan page opens.

3. On the Employee Attendance Plan Lines FastTab, for each cause of absence that you want to accrue time off based on hours worked, perform the following steps:

   1. On the action bar, choose Manage > New Line.
      A new row appears.
   2. In Cause of Absence Code, specify the code that represents the cause of absence that you want to add.
   3. If time off is to be accrued for this cause of absence based on a percentage, perform one of the following steps depending on the value of the Accrual Type field on the respective Cause of Absence Card page:
      • If the value of Accrual Type is Fixed Amount, in Accrual Percentage, specify a value.
      • If the value of Accrual Type is Years of Service, perform the following steps:
        1. On the action bar, choose Line > Accruals.
           The Attendance Plan Accruals page opens.
        2. On applicable rows, in Accrual Percentage, specify a value.
        3. To return to the Attendance Plan page, choose .
   4. Specify values for other fields as required.
      The Accrual Units field can only be edited when on the Cause of Absence Card page of the respective cause of absence, Calculation Basis is set to Percentage Based.

Calculated New Year Accrual field calculation on the Annual Accrual Worksheet

On the Annual Accrual Worksheet page, the Calculated New Year Accrual field is updated when on the Cause of Absence Card page, the Calculation Basis field is set to Percentage Based and the Accrual Type field is set to Fixed Amount.

The calculation filters compensation ledger entries based on the following criteria:

• The value of the Hours / Days field that appears on the Compensation Ledger Entries page.

• The Accrual Percentage that appears on the lines of the respective Employee Attendance Plan page.

• The HR pay codes that are specified on the COA Eligible HR Pay Codes page for the respective cause of absence.

Calculated Accrual field calculation on the Per Pay Accrual Worksheet

On the Per Pay Accrual Worksheet page, the Calculated Accrual field is updated when on the Cause of Absence Card page, the Calculation Basis field is set to Percentage Based and the Accrual Type field is set to Years of Service.

The calculation filters compensation ledger entries based on the following criteria:

• The value of the Hours / Days field that appears on the Compensation Ledger Entries page.

• The Accrual Percentage that appears on the lines of the respective Employee Attendance Plan Accruals page.

• The HR pay codes that are specified on the COA Eligible HR Pay Codes page for the respective cause of absence.

Calculated Accrual field is automatically populated when the Per Pay Accrual Worksheet is opened from the Compensation Journal

On the Compensation Journal page, when you load lines, you can choose to turn on Create Accrual Lines. After the compensation journal lines are created, you can choose Related > Accrual Worksheet which opens the Per Pay Accrual Worksheet page. When the Per Pay Accrual Worksheet page is opened using this method, the Calculated Accrual field is automatically populated. The value of the Calculated Accrual field is comprised of the hours that were worked on the compensation journal lines multiplied by the Accrual Percentage from the respective lines on the Employee Attendance Plan page.

See also

Set up causes of absence
Set up attendance plans
Compensation journal
Process accruals

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