An accrual policy is a set of rules that:
Accrual policies allow you to allot time off according to your organization’s time off policies, without having to regularly update balances manually. Policies can specify:
Refer to Time off policy scenarios for examples of accrual policies.
When you create a time off type, you can define the default policy or set of policies for that type. When you assign the time off type to a user, the default policy or policies are assigned to the user, effective as of their start date.
For example, imagine each new employee starts with 10 days of vacation time that increases to 12 days after 3 years of service. You can create a set of default policies to reflect these entitlements:
If the user's time off allotment is different than the default settings, you can edit, add, or delete policies at the user level. Each policy has a date associated with it to specify when that policy should take effect.
To create a default policy or set of policies for a time off type:
A policy card displays.
For example, if employees aren't entitled to time off until they've worked a 3 month probation period, you can enter 3 in the first field, and select the Months of service option from the second field.
Refer to How anniversary-based time off policies work for more information on that topic.
All default policies will be assigned when you assign the time off type to a user. You can edit, add, or delete policies at the user level.
If you need to delete a rule, hover your cursor over the rule and click the icon that appears:
Accrual rules can be assigned to default policies, or can be added to specific policies assigned to users.
There are four types of rules:
For some types, you can assign multiple rules within that category.
Refer to the sections below for details on specific rule options.
If you have purchased an Enterprise-level product, we can work with you to create fully customized accrual rules. Contact your Customer Success Manager for more information.
These rules determine the balance as of the policy effective date. There are currently three rules available – you can only add one.
The preceding policy’s end balance will be the new policy's starting balance, but only up to the amount you enter
The balance will be set to the amount you enter
The balance will be set to the amount you enter, and you can specify an expiry date for that starting amount. This is typically used if you're moving balance hours into Replicon that are associated with an expiry date.
You can choose to pay out expired hours to the employee. Note that the payout option is only available if you're using hours as a unit, not days.
Schedules automatic additions to the policy’s balance. See the table below for information about certain rules.
Basic accrual rules
You can choose to add accruals that occur weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annual, or yearly.
Set the following fields:
Accruals based on hours worked or paid
These rules are useful, for example, if your state's legislation requires that your workers accrue 1 hour of sick time for every 30 hours worked or paid. They may also be useful for allotting time off to employees with variable schedules.
Accrued hours are only added to the employee’s time off balance once the timesheet with the hours worked or paid has been approved.
Once approved, time off hours earned in a week will be added to the employee’s time off balance on a prorated basis; for example, if an employee accrues 1 hour for 30 hours worked, and they work 40 hours in a week, 1.333 hours will be added to their balance for that week, once their timesheet is approved.
For the Accrual Based on Hours Worked rule, you'll need to:
For the Accrual Based on Paid Hours rule, you'll need to:
Bi-Weekly Accrual - On Week option
This type of accrual happens every two weeks. You can choose the day of the week when the accrual occurs, and which sets of weeks accruals fall within:
Choose either the Week 1 or Week 2 option if you want accruals to occur for all employees on the same schedule, or if you want to ensure accruals across policies stay in sync.
If you need to know exactly where the weeks are falling, assign the rule to a user and check their transaction history to confirm accruals are happening when you want them to.
Yearly accrual with expiry
This rule allows you to set accruals to occur on the employee's half anniversary.
You'd also use this rule if you have yearly accruals that you want to expire after a period of time that you set, and you want the option of paying out once they expire.
You'll need to set the options listed under Basic accrual rules listed above, plus:
Allows you to enable a reset, maximum balance, cap accruals, or expiry rule. See the table below for information about certain rules.
Enable Reset rules to schedule automatic resets of the policy’s time off balance. You can set resets to occur on a weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annual, or yearly basis.
Maximum balance rules
Enable the Max Balance Limit rule to set the maximum amount of time off a user can accumulate for this time off type. You'll need to enter the maximum hours in the Maximum Balance field.
Cap accruals rules
Enable Cap Accruals for the Year to prevent users from accruing more than the amount you specify. For example, you could limit users to accruing 48 hours of sick time.
You can choose the start date for the year; it can be the calendar year, a fiscal year, or be based on the user's anniversary.
This rule would commonly only be used when time off accruals are based on hours worked or paid (e.g. worker accrues 1 hour of sick time per 30 hours worked).
Enable the Yearly Carry Over with Expiry rule to set an annual balance reset, with hours that are carried over expiring after a duration you set. You'll need to set the month and day of the month, plus complete these additional fields:
Expiry happens on the last day of the expiry period. For example, if you have a carry over on Jan 1 that expires in 3 months, the expiry will be dated for Mar 31. Employees will be able to take that time off up to and including Mar 31.
Consider enabling the Reminder of upcoming time off expiry notification to users assigned this rule.
Allows you to assign booking validation rules to users that prevent submission of bookings if rule criteria isn't met.
Refer to Setting up time off booking validations for information on the default rules available.
You have to set up a time off policy if you need to define a time off type’s balance. If a user can take unlimited time off against a type, no accrual policy is needed.
As long as a time off type is assigned to a user, they can enter time against it. If the type has no policy in effect, the initial time off balance will be zero.
If the error is in a future policy, you can simply edit the policy and make the changes. However, if the policy has already taken effect, it cannot be edited. To correct the error, you can calculate what the user's balance should be, as of today. Then, create a new policy, effective today, with the following rules:
With this new policy in place, the user will have the correct balance and accruals going forward.
Yes. If an accrual and a reset are scheduled for the same day, the reset occurs first, and then the accrual.
You might need to set up a policy like this if, for example, time off accrues monthly on the first of the month, and resets annually on January 1st.
If a reset or accrual is scheduled for the same day as the policy’s effective date, the reset and accrual will both still occur. First the initial balance is set and then the reset and accrual occur.
Yes, employees can use time off on the expiry date, although their balance summary for the booking may indicate that 0 days remain, even if time off is available and expiring that day.