After you have created and assigned all working hour schedules, you now have to configure the absences and accrual policies. Absence includes, for example, paid leave, sick leave, or parental leave. In the following, we will describe how to set up absence types without accrual (such as sickness), then absence types with accrual (such as vacation days).
Absences without accrual (example: sick leave)
In the case of absence types without accrual, it is important to record the number of days instead of deducting absence from a balance. To calculate the absence for sick leave, go to Configure account > Absence. There you can either create a new absence type or rename an existing absence type and configure it freely. You then have the option to set explicitly whether employees are able to add half days or if substitute requests are disabled, optional or required.
Absences with an accrual policy (example paid leave)
In the case of absences with accrual, the checkbox Build accruals must be activated. As soon as it has been activated, you can select whether or not days from the previous year are transferred or may be taken up to a certain date in the following year (usually March 31). This is a company-specific decision that you must make once. Additionally you have the option to enable substitute requests which can be disabled, optional or required.
Please note that an import of absences is only possible if there is no substitute request required. After the absences have been imported, the selection on the field "required" will initiate the process.
Configuring accrual policies
As soon as accruals for an absence type are activated, at least one accrual must be saved. Accruals are rules that are assigned. When creating a new accrual policy you need to go through three steps. Which rule(s) you assign depends very much on how your company grants vacation days. Questions you can ask yourself here are:
- How many different accrual policies are there in my company?
- Is the vacation day balance allocated for all employees at the beginning of the year or at the respective start date?
- Do employees receive the entire holiday balance at once or prorated per month?
The accrual policy in the following screenshot shows that an employee receives 24 days a year absence prorated from his hire date and then from the following year onwards on January 1st.
Thus an employee who starts on 01.10.2016 first receives 3/12 x 24 days = 6 days and then again 24 days on 01.01.2017.
Assuming another employee starts on 02.10.2015. This is initially assigned 2/12 x 24 days = 4 vacation days, because this rule means that an employee only receives vacation days for every full month in the company. Therefore, there is no accrual for October the employee is to be assigned.
Individual allocation of accruals
Once all accruals have been created, they can be assigned to employees. This can be found in the Employee profile under Absence and the corresponding type of absence, e.g. "Paid vacation."
According to the above-defined accrual policy, the employee (with start date 01.10.2015) is allotted 6 days in 2015, retroactively for 01.01.2015. From January 1st 2016, they receive the accrual of 24 days for 2016. And since no vacation days were taken, the 6 days from 2015 expire on 31.03.2016.
Bulk Editing of Accrual Policies
To assign several employees identical accrual policies, you can make use of the bulk editing option.
To do so, simply select the checkbox of all employees who are to be assigned the same accrual policy (usually vacation accruals). Then select Actions > Change accrual policy and choose the respective accrual policy to be assigned (e.g., "paid vacation").
Now, the employees have been assigned the respective accrual policy, and the vacation days have been set up accordingly.
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