Changing Employees' Absence Accrual Policies

 

This article explains how you can change your employees' existing absence accrual policies retroactively or for the future.

 

Adjusting Individual Employees' Absence Accrual Policies

If you need new absence accrual policies for individual employees, you have three options for assigning policies. You can set up the change to be effective retroactively from the hire date, or from the date of the last or next accrual. All changes are made in the Absence tab of the Employee profile

absence-assign-accrual_de.gif

 

Making Retroactive Changes From the Hire Date

Your employees' existing accrual policies can be changed retroactively with effect from the hire date. This is necessary if they were assigned an incorrect accrual policy, for example. To do this, proceed as follows:

  1. Go to the Absence tab in the employee profile. 
  2. Select the option Change accrual policy for the relevant absence type.

    profile-absence-calendar-policy-overview_en-us.png

  3. Select the new accrual policy and the option Assign since hire date for its application.

     

    profile-absence-calendar-set-accrual-policy_en-us.png

Vacation days are then automatically created retroactively from the hire date according to the new accrual policy.

Note that this option will overwrite all previous accrual policies for the respective employee.

 

Changes for the Current Year

You can change your employees' existing absence accrual policies retroactively with effect from the time of the last accrual, for example if the accrual policy is increased during the year. In the case of an annual accrual, this is either 01.01. of the current year or, depending on the selected accrual setting, the current anniversary of the employee's hire date. To make this change, proceed as follows:

  1. Go to the Absence tab in the employee profile.profile-absence-calendar-policy-overview2_en-us.png
  2. Select the option Change accrual policy for the relevant absence type.
  3. Select the required accrual policy and the application option Assign since the start of the current period.profile-absence-calendar-set-accrual-policy-since-current-period_en-us.png

After confirmation, vacation days are automatically calculated based on the assigned accrual policy. The validity date is clearly displayed once you have selected your preferred application option.

 

Changes for the Next Year

Accrual policies can be adjusted before they come into effect, for example if an increase in the vacation policy is planned to start at the beginning of the next fiscal year. To make this change, proceed as follows:

  1. Go to the Absence tab in the employee profile.
  2. Select the option Change accrual policy for the relevant absence type.
  3. Select the required accrual policy and the application option Assign for next entitlement period.

     

    profile-absence-calendar-set-accrual-policy-next-period_en-us.png

After confirmation, vacation days are automatically calculated based on the assigned absence policy. The validity date is clearly displayed once you have selected your preferred application option.

 

Bulk Accrual Policy Changes

You also have the option of assigning a particular accrual policy to several employees at the same time using a bulk editing of the employee list. This feature is especially useful for major changes that affect more than one employee. 

setup-absence-accrual-policy_de.gif

To make this change for several employees at the same time, proceed as follows.

  1. Go to the Employee list.
  2. Select all employees whose accrual policy you wish to change by checking the boxes on the left.
  3. Next, use the Actions button on the right of the search bar at the bottom to select the option Change accrual policy.
  4. Select the desired Absence type and the new accrual policy in the window and then select the desired Application, analogous to the process described above.

After confirmation, vacation days are automatically recalculated based on the assigned accrual policy.

 

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