Accrual Rules Fields

Table 1. Accrual Rule Ancillary Data Fields
Field	Required/Optional	Description
Absence Disqualification Group	Optional	Absence type group of absences that could disqualify employees from accruing time if the absences occur during a period. When you generate accruals, if the accrual date is the first day of a period, as specified by the Period Type, the system looks for disqualification absences in the period before the period that you are generating accruals for. If the accrual date is the last day of a period, as specified by the Period Type, the system checks for disqualification absences in the period you are generating accruals for.
Absence Disqualification Method	Required if Absence Disqualification Group is selected	Specifies how the system counts absences that could disqualify employees from accruing time. Values are Calendar Days. The system counts the number of calendar days when Absence Disqualification Group absences occurred during the period. Holidays and days off are not included in the total. Working Days. The system counts the number of employee working days when Absence Disqualification Group absences occurred during the period. Holidays and days off are not included in the total. Hours. Not yet implemented. Custom. The system uses a custom method for calculating the number of Absence Disqualification Group absences.
Absence Disqualification Period	Required if Absence Disqualification Group is selected	Specifies whether absence disqualification group absence counts include consecutive absences that begin before the period. Values are Occurrence. The system counts consecutive absences that begin earlier than the start of the period. The end of the consecutive absences cannot be later than the end of the period. Restrict to Period. Absences are only counted if they fall between the period start and end dates.
Absence Disqualification Units	Required if Absence Disqualification Group is selected	Number of absence disqualification group absences required to disqualify employees from accruing time during an accrual period. If an employee has the same number of absences or more than this value, the employee does not accrue time in the period.
Accrual Type	Required	Type of time for the accrual rule (for example, vacation time, sick time). Available accrual types are specified in Accrual Types ancillary data. For more information, see the OPS System Administrator and User Guide.
Active Transition Action	Optional	Specifies how the system generates accruals if employees are not active for the entire accrual period. Values are Do Not Calculate. Employees accrue time if they are active on the accrual date, and do not accrue time if they are not active on the accrual date. The accrual date is either the first date or the last date of the accrual period, as specified by the Period Type. Calendar Days Pro-ration. The number of hours accrued in the accrual period is multiplied by the following factor: number of active calendar days in the accrual period/number of calendar days in the accrual period. Work Days Pro-ration. The number of hours accrued in the accrual period is multiplied by the following factor: number of active working days in the accrual period/number of working days in the accrual period. The employee day off template is used to determine which days are working days. If an employee day off template is not defined for the accrual period, the number of working days is extrapolated from the latest record. Note: The Calendar Days Pro-ration and Work Days Pro-ration rules cannot be used when generating accruals using formulas. Custom. A custom method is used to handle employee transitions between active and non-active status. Calculate as Active. Employees accrue time if they were active at any time during the accrual period.
Balance Type	Required	Specifies whether accruals can be used immediately or cannot be used until the next accrual year. Values are: Eligible. Accrued time can be used in the year when it is accrued. Accrual. Accrued time cannot be used until the next accrual year. The Balance Type must be consistent with the Expiration Method for the accrual type specified in Accrual Type ancillary data. For example, If the Expiration Method is Accrual Year End, the Balance Type must be Accrual. If the Expiration Method is No Expiration, the Balance Type must be Eligible.
Band Change Transition Action	Optional	Specifies how the system generates accruals if employees become eligible for different accrual grid bands during an accrual period. If the time can be used in the accrual year when it is accrued, the system looks for job class changes in the current accrual year. If the time cannot be used until the following accrual year, the system looks for job class changes in the following accrual year. Values are No special action required. The system uses the Accrual Grid band that is in effect on the accrual date. The date is either the first day or last day of the accrual period, as specified by the Period Type. Separate band increase (Delta) into additional columns. The system saves the difference in accrued time for the period according to the original and new Accrual Grid bands, and specifies the date when employees become eligible to use the additional time. Separate band increase (Yearly Delta) into additional columns. The system saves the difference in accrued time for the entire accrual year according to the original and new Accrual Grid bands, and specifies the date when employees become eligible to use the additional time. When you generate accruals, the system does not process multiple band changes for one employee in an accrual period. If an employee has more than one accrual band change in a period, only the first transition affects the accrual generation. Similarly, if a band transition occurs in the same accrual period as a Job Class or Active Status transition, the band change effect is not determined and a warning is issued. The accrual record can be manually adjusted.
Division Group	Required	Division group for the accrual rule.
Employee Type Group	Required	Employee type group for the accrual rule.
Job Class Transition Action	Optional	Specifies how the system generates accruals if employees change job classes during an accrual period. Values are Use First Job Class. The system uses the accrual grid band for the job class on the first day of the accrual period. Use Last Job Class. The system uses the accrual grid band for the job class on the last day of the accrual period. Use Highest Ranking Job Class. The system uses the accrual grid band for the job class that has the highest rank. Note: Job class ranks are specified in OPS Job Classes ancillary data. Calendar Days Pro-ration. The system determines the number of hours accrued in the period according to each job class, and multiplies each number by the following factor: number of days in the job class in the period number of calendar days in the accrual period. The sum of the resulting values is the accrued time for the period. Working Days Pro-ration. The system determines the number of hours accrued in the period according to each job class, and multiplies each number by the following factor: number of working days in the job class in the period number of working days in the period. The sum of the resulting values is the accrued time for the period. The employee day off template is used to determine which days are working days. If an employee day off template is not defined for the period, the number of working days is extrapolated from the latest record. Note: The Calendar Days Pro-ration and Working Days Pro-ration rules cannot be used when generating accruals using formulas.
Max Carry Over Time	Optional	Maximum amount of accrued time for an employee that can be made eligible for use during year-end processing. If an employee’s accrued time is greater than this value, the system adds the Max Carry Over Time value to the employee’s eligible balance. The Max Carry Over Time is only used in year-end processing.
Max Hours	Optional	Maximum amount of time that an employee can be eligible to use. If an employee’s eligible balance becomes greater than this value during accrual generation, the system sets the eligible balance to the Max Hours value.
Period Type	Optional	Specifies accrual period lengths, and whether accrual records are dated with period start dates or end dates. Values are First Day of Month. Each accrual period is one month long. Accruals are dated with the month start date. Last Day of Month. Each accrual period is one month long. Accruals are dated with the month end date. First Day of Pay Period. Each accrual period is one pay period long. Accruals are dated with the pay period start date. Last Day of Pay Period. Each accrual period is one pay period long. Accruals are dated with the pay period end date. First Day of Accrual Year. Each accrual period is one accrual year long. Accruals are dated with the accrual year start date. Last Day of Accrual Year. Each accrual period is one accrual year long. Accruals are dated with the accrual year start date. Accruals must be generated in accordance with the accrual period length. For example, if accrual periods are one month long, accruals must be generated for each month. Accrual years are defined in Accrual Calendar ancillary data. For more information, see the OPS System Administrator and User Guide.
Ref Date	Required	Start date for measuring employees’ months of service. The start date can be any date on the summary information pane of the Employee Profile screen (for example, Hire Date; Start Date). The From Months and To Months in the Accrual Grid specify the minimum and maximum months of service that are required for particular accrual rates.
Rule Id	Required	Integer that uniquely identifies the accrual rule. The Rule ID is generated by the system.
Rule Name	Required	Name of the rule.
Year End Processing	Optional	Specifies whether year-end processing, in which employees’ accrued time becomes eligible for use, is required. Year-end processing only occurs for accrued time that cannot be used until the following accrual year. If accruals are dated on the first day of an accrual period, as specified by the Period Type, year-end processing occurs when you generate accruals for the first period of an accrual year. The system makes the previous accrual year’s time eligible for use and then generates accrued time for the first period of the new accrual year. If the accrual year-end occurs before the end of a month, the system creates two accrual records: one on the last day of the accrual year that shows the current amount of accrued time, and another on the first day of the next accrual year where existing accrued time is made eligible for use and accrued time is added. If accruals are dated on the last day of an accrual period, as specified by the Period Type, year-end processing occurs when you generate accruals for the last period of an accrual year. The system generates accruals for the last period of the accrual year, and then makes the accrued time eligible for use. If the accrual year-end occurs before the end of the month, the system creates two accrual records: one on the last day of the accrual year where accrued time is added, and another on the first day of the next accrual year where accrued time is made eligible for use.

Absence Disqualification Group

Optional

Absence type group of absences that could disqualify employees from accruing time if the absences occur during a period.

When you generate accruals, if the accrual date is the first day of a period, as specified by the Period Type, the system looks for disqualification absences in the period before the period that you are generating accruals for.

If the accrual date is the last day of a period, as specified by the Period Type, the system checks for disqualification absences in the period you are generating accruals for.

Absence Disqualification Method

Required if Absence Disqualification Group is selected

Specifies how the system counts absences that could disqualify employees from accruing time. Values are

Calendar Days. The system counts the number of calendar days when Absence Disqualification Group absences occurred during the period. Holidays and days off are not included in the total.
Working Days. The system counts the number of employee working days when Absence Disqualification Group absences occurred during the period. Holidays and days off are not included in the total.
Hours. Not yet implemented.
Custom. The system uses a custom method for calculating the number of Absence Disqualification Group absences.

Absence Disqualification Period

Required if Absence Disqualification Group is selected

Specifies whether absence disqualification group absence counts include consecutive absences that begin before the period. Values are

Occurrence. The system counts consecutive absences that begin earlier than the start of the period. The end of the consecutive absences cannot be later than the end of the period.
Restrict to Period. Absences are only counted if they fall between the period start and end dates.

Absence Disqualification Units

Required if Absence Disqualification Group is selected

Number of absence disqualification group absences required to disqualify employees from accruing time during an accrual period. If an employee has the same number of absences or more than this value, the employee does not accrue time in the period.

Accrual Type

Required

Type of time for the accrual rule (for example, vacation time, sick time).

Available accrual types are specified in Accrual Types ancillary data. For more information, see the OPS System Administrator and User Guide.

Active Transition Action

Optional

Specifies how the system generates accruals if employees are not active for the entire accrual period. Values are

Do Not Calculate. Employees accrue time if they are active on the accrual date, and do not accrue time if they are not active on the accrual date. The accrual date is either the first date or the last date of the accrual period, as specified by the Period Type.
Calendar Days Pro-ration. The number of hours accrued in the accrual period is multiplied by the following factor: number of active calendar days in the accrual period/number of calendar days in the accrual period.
Work Days Pro-ration. The number of hours accrued in the accrual period is multiplied by the following factor: number of active working days in the accrual period/number of working days in the accrual period. The employee day off template is used to determine which days are working days. If an employee day off template is not defined for the accrual period, the number of working days is extrapolated from the latest record.

Note: The Calendar Days Pro-ration and Work Days Pro-ration rules cannot be used when generating accruals using formulas.

Custom. A custom method is used to handle employee transitions between active and non-active status.
Calculate as Active. Employees accrue time if they were active at any time during the accrual period.

Balance Type

Required

Specifies whether accruals can be used immediately or cannot be used until the next accrual year. Values are:

Eligible. Accrued time can be used in the year when it is accrued.
Accrual. Accrued time cannot be used until the next accrual year.

The Balance Type must be consistent with the Expiration Method for the accrual type specified in Accrual Type ancillary data. For example,

If the Expiration Method is Accrual Year End, the Balance Type must be Accrual.
If the Expiration Method is No Expiration, the Balance Type must be Eligible.

Band Change Transition Action

Optional

Specifies how the system generates accruals if employees become eligible for different accrual grid bands during an accrual period.

If the time can be used in the accrual year when it is accrued, the system looks for job class changes in the current accrual year. If the time cannot be used until the following accrual year, the system looks for job class changes in the following accrual year.

Values are

No special action required. The system uses the Accrual Grid band that is in effect on the accrual date. The date is either the first day or last day of the accrual period, as specified by the Period Type.
Separate band increase (Delta) into additional columns. The system saves the difference in accrued time for the period according to the original and new Accrual Grid bands, and specifies the date when employees become eligible to use the additional time.
Separate band increase (Yearly Delta) into additional columns. The system saves the difference in accrued time for the entire accrual year according to the original and new Accrual Grid bands, and specifies the date when employees become eligible to use the additional time.

When you generate accruals, the system does not process multiple band changes for one employee in an accrual period. If an employee has more than one accrual band change in a period, only the first transition affects the accrual generation. Similarly, if a band transition occurs in the same accrual period as a Job Class or Active Status transition, the band change effect is not determined and a warning is issued. The accrual record can be manually adjusted.

Division Group

Required

Division group for the accrual rule.

Employee Type Group

Required

Employee type group for the accrual rule.

Job Class Transition Action

Optional

Specifies how the system generates accruals if employees change job classes during an accrual period. Values are

Use First Job Class. The system uses the accrual grid band for the job class on the first day of the accrual period.
Use Last Job Class. The system uses the accrual grid band for the job class on the last day of the accrual period.
Use Highest Ranking Job Class. The system uses the accrual grid band for the job class that has the highest rank.

Note: Job class ranks are specified in OPS Job Classes ancillary data.

Calendar Days Pro-ration. The system determines the number of hours accrued in the period according to each job class, and multiplies each number by the following factor: number of days in the job class in the period number of calendar days in the accrual period. The sum of the resulting values is the accrued time for the period.
Working Days Pro-ration. The system determines the number of hours accrued in the period according to each job class, and multiplies each number by the following factor: number of working days in the job class in the period number of working days in the period. The sum of the resulting values is the accrued time for the period. The employee day off template is used to determine which days are working days. If an employee day off template is not defined for the period, the number of working days is extrapolated from the latest record.

Note: The Calendar Days Pro-ration and Working Days Pro-ration rules cannot be used when generating accruals using formulas.

Max Carry Over Time

Optional

Maximum amount of accrued time for an employee that can be made eligible for use during year-end processing. If an employee’s accrued time is greater than this value, the system adds the Max Carry Over Time value to the employee’s eligible balance.

The Max Carry Over Time is only used in year-end processing.

Max Hours

Optional

Maximum amount of time that an employee can be eligible to use. If an employee’s eligible balance becomes greater than this value during accrual generation, the system sets the eligible balance to the Max Hours value.

Period Type

Optional

Specifies accrual period lengths, and whether accrual records are dated with period start dates or end dates. Values are

First Day of Month. Each accrual period is one month long. Accruals are dated with the month start date.
Last Day of Month. Each accrual period is one month long. Accruals are dated with the month end date.
First Day of Pay Period. Each accrual period is one pay period long. Accruals are dated with the pay period start date.
Last Day of Pay Period. Each accrual period is one pay period long. Accruals are dated with the pay period end date.
First Day of Accrual Year. Each accrual period is one accrual year long. Accruals are dated with the accrual year start date.
Last Day of Accrual Year. Each accrual period is one accrual year long. Accruals are dated with the accrual year start date.

Accruals must be generated in accordance with the accrual period length. For example, if accrual periods are one month long, accruals must be generated for each month.

Accrual years are defined in Accrual Calendar ancillary data. For more information, see the OPS System Administrator and User Guide.

Ref Date

Required

Start date for measuring employees’ months of service. The start date can be any date on the summary information pane of the Employee Profile screen (for example, Hire Date; Start Date).

The From Months and To Months in the Accrual Grid specify the minimum and maximum months of service that are required for particular accrual rates.

Rule Id

Required

Integer that uniquely identifies the accrual rule. The Rule ID is generated by the system.

Rule Name

Required

Name of the rule.

Year End Processing

Optional

Specifies whether year-end processing, in which employees’ accrued time becomes eligible for use, is required. Year-end processing only occurs for accrued time that cannot be used until the following accrual year.

If accruals are dated on the first day of an accrual period, as specified by the Period Type, year-end processing occurs when you generate accruals for the first period of an accrual year. The system makes the previous accrual year’s time eligible for use and then generates accrued time for the first period of the new accrual year. If the accrual year-end occurs before the end of a month, the system creates two accrual records: one on the last day of the accrual year that shows the current amount of accrued time, and another on the first day of the next accrual year where existing accrued time is made eligible for use and accrued time is added.

If accruals are dated on the last day of an accrual period, as specified by the Period Type, year-end processing occurs when you generate accruals for the last period of an accrual year. The system generates accruals for the last period of the accrual year, and then makes the accrued time eligible for use. If the accrual year-end occurs before the end of the month, the system creates two accrual records: one on the last day of the accrual year where accrued time is added, and another on the first day of the next accrual year where accrued time is made eligible for use.