Accruals Scripting Form Client Name: Accrual Category: Accrual Start Date:* Accrual Group: *This is the date on which the system will start automating additions and deduction from the accrual. 1. Accrual Category Indicate in the space at the top of this page the accrual category to which this policy applies. (Sick, Vacation, Personal). Please title the category as you would like it to appear in the system. If you are requesting accruals for multiple categories, please use a separate copy of this form for each category. 2. Accrual Eligibility Are all active employees in timekeeping eligible for accruals in this category? YES NO If NO, detail the qualifications for an employee s eligibility.* For example, is it completion of a 90 day probationary period, being identified as Full Time, etc. *If eligibility is based on Employee Setup fields, refer to both the field and the identifier in this explanation. Example, only employees with Full Time in the Employee Type field earn this accrual. 3. Accrual Groups Accrual Groups apply if there are different accrual rules for different sets of employees. This does not refer to employees earning different amounts of hours due to length of service, instead does the policy change depending on employee specific factors, like the employee s: full or part-time status department, location, division earning type (salary, hourly) If any of these factors change an eligible employee s time earned how often they earn it when they earn it when it expires 1
then please use a separate copy of this form for each group. Please identify the group with a title in the Accrual Group field at the top of the first page. What identifier(s) in Employee Setup can be used to match an employee to this policy*? Employee Setup Field Group Identifier ex. Home 1 Salary *Accrual policies can be based on multiple fields in Employee Setup. For instance, FT in Home 1 and CA in Location can both be used to match an employee to the correct policy. Employee Exceptions Will there be a need for individual exceptions to the accrual amounts on an individual employee basis? This will allow you to override how much an employee earns based on an entry in Employee Setup. YES NO 4. Accrual Period How often do the employees earn time? Do employees earn hours in this category q annually q monthly q semi-monthly q per pay period q weekly q hourly (for accruals based on hours worked) q other When, during the accrual period, does the employee actually earn the accrual? q first day of period (ex. first day of year, week, etc.) q last day of period (ex. last day of pay period) q employee anniversary date (for annual accruals) q Other (please explain below) If the client uses a calendar date other than Jan. 1 for an annual accrual, list the date here. 2
5. Accrual Year When does the accrual reset/rollover? This will be for the purpose of expirations and carryovers. When does the accrual year end? q End of calendar year (December 31) q Day prior to employee s anniversary date q Other (detail below) 6. Expiration and Carryover Are hours earned in this category use it or lose it? YES NO At the end of the accrual year, if the employee has not used their entire balance do: q all hours expire q all hours carryover q hours up to a certain amount carryover (please indicate the amount below) 7. Accrual Earning Factor What dictates how many hours an employee earns? q Length of service q Hours worked Is there a limit to how many hours an employee can earn during the course of the accrual year? If yes, enter the limit below. 8. Vesting Date Do employees have a vesting date* that prohibits them from using time they have already earned until so many days after their date of hire? YES NO If YES, what is the waiting period? (Ex: 30,60,90 days, etc.) Note: The vesting date hides the accural balance from an employee until their actual date of eligibility to use their time. So if an employee earns paid time-off from day 1 with the company, but can t use the time until 90 days, the vesting date would be set to 90 days following the date of hire. It does not mean the employee doesn t earn time until 90 days after hire. 3
9. Accrual Earning Schedule In the table below, enter how many hours the employees earn per period (weekly, annually, hour worked) based on time of service. Please review the two items below before filling out this table. Length Of Service determines the time frame in which an employee accrues hours. For instance, if employees earn 120 hours per year after completing 5 years of service, enter 5. If they earn 120 hours per year at the start of year 5, enter 4 for the amount of years. Max refers to a maximum cap, not an annual maximum. This cap may apply if the employees are allowed to carryover hours from year to year or if employees earn additional hours outside the accrual schedule. The Max value sets a cap that essentially turns off the accrual when and employee s balance reaches that cap. The accrual will resume once the balance falls below the cap due to expiration or use of hours. Length Of Service Hours Earned (per accrual period) Max Additional notes on the accrual schedule: 4
10. Using Accruals If an employee does not have enough hours available to satisfy an approved request should: q hours be deducted from a different accrual category. If yes, which category(ies)? q the system allow the employee to go into a negative balance so the request can be satisfied by future accruals. If YES, is there a limit to how many hours the employee is allowed to go negative? q unpay any hours in excess of the employee s available balance. q other: 11. Accrual Earning Based on Hours Worked Fill out this section only if employees earn their accrual based on hours worked as opposed to length of service. Which punch categories (pay types) should be counted towards the accrual calculation? q all hours on the time card q only overtime eligible hours q only Regular hours (overtime hours do not count) q hours in these specific categories only (please list below) 12. Additional Information Please provide any additional details that were not addressed by this form. Company Name: Information provided by: Phone: E-mail Address: Date 5