Balance and Accrual Rules

Balance and accrual rules control how balances limits and accruals are handled. Balances are associated with Pay Codes, and can be enabled from the Pay Code properties page. The following rules can be configured for each enabled balance:

Rule	Description
Minimum Balance	The minimum value for this balance, in hours. Employees will be alerted when their timesheet puts a balance below this value, and they will not be able to submit the timesheet.
Maximum Balance	The maximum value for this balance, in hours. The balance will be capped at this value.
Enable Accrual	Enables automatic accrual on this balance.
Calculate Accruals	This setting only is available if accruals are enabled. You can choose one of three ways to compute accruals: 1. Hourly - For Every Hour Worked Hours are accrued at 12 noon of the last day of the timesheet period, based on the number of work hours recorded on the timesheet. The accrual calculation is performed when the timesheet is submitted. 2. Monthly - For Every Month Employed Hours are accrued at 12 noon on the last day of every full month of employment. 3. Yearly - For Every Year Employed Hours are accrued at 12 noon on the last day of every full year of employment.
Rollover/accrual sequencing	This controls whether an annual rollover runs before or after an accrual that would fall on the same date. For instance, if you are running monthly or annual accruals they will occur on the last day of the time period, late in the day on December 31. Calendar year annual rollovers also occur on the last day of the time period, late in the day on December 31. For monthly accruals you may prefer to have the rollover run after the December accrual. But for annual accruals you may want the rollover to run before the accrual to avoid having the new accrual be immediately erased.
Move Excess Rollover Hours To	This setting only is available if accruals are enabled. If you specify a non-blank rollover value, you can have excess hours (hours over the rollover value) be placed in a separate balance. For instance, you might cap annual rollovers for the 'Sick Leave' balance at 0.00, and have any left-over hours be placed in an 'Extended Sick Leave' balance.
Forecast only	If this option is checked then no accruals will actually be added to the balance. All of the accrual settings will only be used in forecasting an employee's available hours when requesting leave. You would only want to check this option if you are importing or synchronizing your balances from an external payroll or HR system.

When you enable accruals an accrual rate table will appear:

Property	Description
Years Employed	The number of years of employment for this rate to take effect. If you only have one row in your accrual table this property will be hidden and default to zero, meaning the rate will apply to all employees, regardless of their years of employment. The number of years of employment is determined by the employee's First Day property (see the Employees topic for more details). If the employee's first day is not set then it is assumed to be zero years.
Accrual Rate	The accrual rate for this balance, in hours. Accruals will be automatically granted on the final day of each month.
Max. Work	This column only appears if the "Calculate Accruals" property is set to "Hourly - For Every Hour Worked". This is the maximum number of work hours to consider when calculating the accrual, for example 40 for a weekly timesheet period, or 80 for a biweekly timesheet period.
Maximum	The cap or maximum hours the balance can reach.
Rollover	The maximum hours that can be carried forward each year for this balance. The balance will be capped at this value at 12 midnight, January 1 of each new year. Leave this value blank if there is no maximum annual rollover.

If you don't vary accrual rates or rollovers based on the years of employment you will only need one row in the accrual table. Otherwise click the Add button to add as many rows as you need.