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Scheduling & Absence

Time Off Accruals

Time off entitlement can build up over time based on clear, configurable rules. This guide explains how to model and operate accruals end-to-end within the Synel system.

Key Points

  • Accrual = entitlement builds up in proportion to employment time
  • Supports yearly, monthly, or weekly accrual patterns
  • Controls for start date, carry-over allowance, and cycle start
  • Long Service Rewards extend entitlement based on continuous service
  • Rounding applies to balances and carry-over (days only)
  • Widgets display rounded values; logs always show true values

What Is Time-Off Accrual?

Accrual means building up absence entitlement over time. Employees earn time off as they work, so part-year employment grants a proportional allowance. Accruals can be defined per absence type and contract type.

Policy Framework

  • Tailor it - Define PTO rules per employment type and practical constraints
  • Build clarity - Specify when, how, and for what reasons employees may take time off
  • Formalise - Encode policy in the HR system to apply rules automatically
  • Report and track - Analyse absence rates and balances to ensure policy effectiveness

Accrual Rule Model

Each accrual rule controls how entitlement is calculated and applied. To view or create one:

  1. Go to Work Rules → Accruals.
  2. Click the orange "+" button to add a new rule, or the pencil icon to edit an existing rule.

Complete the following fields:

  • Rule name - The internal name of the policy (e.g. Standard 25 Annual Rule).
  • Absence Type - The type of leave the rule governs (e.g. Holiday, Birthday Leave).
  • Contract Type - The employment category the rule applies to (e.g. Fixed Hours, Variable Hours).
  • Active toggle - Turns the rule on or off.
  • Accrued - The number of days or hours accrued per cycle (e.g. 2.35 Days per Month).
  • Annual - The total allowance once all accruals are complete.
  • Maximum Carryover - The number of unused days or hours that can transfer to the next cycle.
  • Include Long Service - Enables additional entitlement based on length of service.
  • Balance Rounding Rule / Carryover Rounding Rule - Choose whether to round balances or carry-overs (None, Round up to whole, Round up/down to half).
  • Allow Future Balance - Determines whether employees can request leave in advance of accrual.
  • Recurrence Pattern Type - Select Yearly, Monthly, or Weekly depending on how often entitlement accrues.

Recurrence and Date Range

Below the main rule fields:

  • Start Date - When the rule begins (e.g. 01/01/2024).
  • Range Type - Either No end date or a defined period.

This defines when the accrual rule is active.

Length of Service Bonuses (Long Service Rewards)

If Include Long Service is enabled, a section appears allowing you to configure milestone bonuses.

  • Defer to the next annual leave cycle - Delays the bonus until the next cycle if required.
  • Length of Service - Choose a logical rule such as Greater than, Between, or Less than.
  • Years - Specify the threshold (e.g. 4, 5, 6 years).
  • Bonus - Enter the additional entitlement (e.g. +1 day).

You can create up to five separate service conditions. This feature is based primarily on the Continuous Service Date, with Start Date used as a fallback.

Apply To Section

Define who the rule applies to:

  • Employees - Select individual users, or use Select All to apply to everyone.
  • Employment Types - Restrict to certain contract categories.
  • Departments - Apply by department.
  • Locations - Apply by site or region.

You can mix targeting criteria - the system treats them as logical OR conditions.

Examples

  • Example Rule Value
  • Annual Allowance 28 Days
  • Accrual Pattern Monthly
  • Accrual per Cycle 2.35 Days
  • Carry-Over Limit 5 Days
  • Cycle Start 1 April

Rounding Rules (Days Only)

Rounding is only available for accruals measured in days. When using hours, these fields are hidden.

  • Round Balance - None, Round up to whole number, Round up/down to nearest half.
  • Round Carry-Over - Same options as above.

Display and Audit Behaviour

  • Absence Widget: shows the rounded balance if rounding is enabled.
  • Tracking View: can show either the rounded or true balance.
  • Activity Log: always records the unrounded, true values.
  • Activity Log Events: Accrued, Approved, Taken, Adjusted, Carried Over.

Totals reflect the unrounded accruals for audit accuracy.

Implementation Checklist

  • Define which absence types accrue entitlement.
  • Decide units - Days or Hours.
  • Choose recurrence - Yearly, Monthly, Weekly.
  • Set start date and carry-over limits.
  • Configure rounding (days only).
  • Define any long-service reward tiers.
  • Test accrual calculations in a sample period.
  • Review Activity Log for expected outcomes.
  • Train managers on widget, tracking, and audit behaviour.

FAQs

Q: Does rounding change entitlement or only what is displayed? A: Rounding affects stored balances when applied to balance or carry-over. The log still records true values.

Q: Can I round when accruing in hours? A: No. Rounding only applies to accruals in days.

Q: How does continuous service calculate? A: The system uses Continuous Service Date primarily, with Start Date as fallback.

Q: Can accrual vary by contract or location? A: Yes. Use Contract Type and target long-service tiers by Employment Type, Department, or Location.

Q: How do I verify a month's accrual? A: Check the Activity Log for the "Accrued" entry, compare the unrounded value, and confirm the rounded figure in the widget.