Time Off Accrual Rule Examples

Time Off Accrual Overview

Accrual rules can be configured to automatically calculate and populate any of the configured Time Off Types. Time off types represent the categories of time off employees are allowed to take. A unique time off type is created for each type of entitlement you want to track. For example, you can set up a time off type for sick time, vacation, or personal leave. 

When adding your accrual rules, you may need to define conditions for separate groups of employees, depending on the area, group, occupation, shift pattern or other qualifying conditions which must be met.

To set up an Accrual rule in WorkSight FLOW, you will want to add a new row in the Business Rules > Time Off Accrual Rules > Accrual Rule table. see - Business Rules - Time Off Accruals 

Topics covered in this article:

• Employees earn the same accrual amount  (e.g., Floater, Family Responsibility)
• Employees accrual amounts calculated annually
• Employees accrual amounts calculated based on Seniority and years of Service

Employees earn the same accrual amount

Example

All employees receive one Floater day off with pay annually.  The only restriction is the employee has to pass a 90 day probationary period before they are eligible for the Floater.  

To set up Floater Accrual rules in WorkSight FLOW, you will want to add two rows to the table.  For example:

• one that includes a condition that the employee must work at least 90 days in their first year before the accrual, which is triggered on the anniversary of the 90 days, and
• a second row for all other years worked, and in this case, allocated on January 1.

When complete, the rows in the Accrual table should look like this:

Example of Floater Time Off Balances - Accrual Transaction Details

After their probationary period, all employees get 8 hours of Floater Time Off

Employees accrual amounts calculated annually

Example:

When an employee has worked for one year, they are eligible a Family Responsibility accrual of 40 hours. These accruals are allocated annually.

When complete, the row in the accrual table should look like this:

Example of Family Responsibility Time Off Balances - Accrual Transaction Details

All employees get 40 hours of Family Responsibility leave per year.

Employees accrual amounts calculated based on Seniority and years of Service

Example:

An employee has to be employed for one year to be eligible for Vacation. The employee is also eligible for additional hours after specific years of service.

Vacation eligibility:

• Between year one and year two years, an employee accrues 80 hours of vacation.
• Between year two and year seven, an employee accrues 120 hours of vacation per year.
• Between year seven and year fourteen, an employee accrues 160 hours of vacation per year. 

Vacation Top-up (Additional Hours):

• On the Hire Date Anniversary marking 2 years of employment, the employee gets a top-up of 40 hours for that year
• On the Hire Date Anniversary marking 7 years of employment, the employee gets a top-up of 40 hours for that year.

In the table below, the accruals are run (trigger date) every year on February 1, to allow the employees to request leave for the next Vacation year.

When complete, the row in the accrual table should look like this:

Example of Vacation Time Off Balances - Accrual Transaction Details

Employee Seniority Date is 2015-04-30, so employee has worked 7 years on 2022-04-30, and therefore accrues a 40 hour Vacation top-up on that date.

With 7 years of employment, the employee is entitled to a vacation accrual of 160 hours.

Related Articles 

• Business Rules - Time Off Accruals 
• Creating and managing Time-off Balance Details and Accruals  
• Creating and Managing Time Off Types  
• Business Rules Timecard  
• Business Rules Expressions and Operators