Although many of our leave rules in terms of balances are fairly static, there is the ability within your time off type options to set up various types of length of service rule. This allows you to customize how your length of service works, and apply it to your employees on a per user basis. As such, the system will support multiple length of service rules for companies that have more than one rule that could be applicable.
For example, it may be that you have two sites in different countries which require their own service rules. You could create a time off type for each of these and have the rule apply independently based on the selection made at an employee level.
This short guide will break down the process of creating these rules allowing you to get the most of the automation around length of service.
Setting up a Length of Service rule
To start, with all Length of Service rules, you will need to create a stand-alone time off type for the service rule. To do this you would need to go to the time off type screen found by going to:
Administration > HR > Time off management > Time off types
Once on this screen, you will need to add in a new type with a relevant name such as "Length of Service"
Once created the first option that you will need to set is the 'Deduct from employee allowance' option.
From this menu, there are two choices for length of service, these are 'Accrued on length of service' and 'Accrued on length of service - alternate'
Both of these types work in a similar way, with 'Accrued on length of service' allowing you to set up a simple rule such as 1 day per year up to a certain amount, and 'Accrued on length of service - alternate' allowing you to set up a specific accrual on a specific year up to 5 times.
Accrued on length of service
The 'Accrued on Length of Service' type is your more static rule. This starts accruing from your first year of service and follows a set rule until the maximum number is reached. The top row of the options relates to the number of days or hours accrued with the second row relating to the year it accrues.
In this example, the system would automatically accrue a single day of length of service allowance, every year, until 5 additional days have been added to the users' allowance.
Accrued on length of service - alternate
The 'Accrued on Length of Service - alternate' type is your more flexible rule, allowing you to specify exactly what year accrues what balance. Each row corresponds to a different accrual based on the user's start date.
In this example, the employee would accrue 1 day allowance at the end of year 1, a further 1 days allowance at the end of year 2 and then 2 additional days allowance at the end of year 3. As of July 2020, there are now 10 rows available here, allowing you to enter allowances for 10 different years.
Once you have set your rule up there is one more important field to select. This is your 'Accrual validity'.
This dictates the exact timing that the rule will add the additional day to your employee. These come as three options:
- Start date anniversary - Accrues on the actual day an employee passes their start date anniversary. For example, an employee who starts on 15/03/2020 would accrue their first day on 15/03/2021 and then additional days on 15/03 of the appropriate following year(s).
- Next date - This looks for a certain date in the calendar to be passed. For example, you could say your accrual date is the 1st January, this means that any relevant length of service would be accrued on the first of January starting from the first time a user passes this date. For example, an employee starting on 15/03/2020 would accrue their first years' length of service on 01/01/2021 if the next date is set to the 1st January.
- Next date + 1 - This takes the above rule and adds an additional year and essentially is looking at fully completed years within a certain period. Taking the same example as above, with the next date + 1 rule the system would accrue the first years' length of service on 01/01/2022.
If selecting either of the "Next Date" options you will also be able to dictate when the "Accrual Applies" which can be set to either the start of the qualifying year or the end of the qualifying year. If set to the start, the balance will be accrued the day that the rule validity is reached, whereas if it is set to the end of period it would be the day before the year in which the rule has been reached ends.
Assigning a rule
Once a rule has been created, this will need to be assigned to the relevant employees. This can be done either by selecting the rule you have created under the 'Accrual type' in the employee benefits screen, or by using the assign button that appears in the actions menu of the time off type screen. This will then give an employee or metadata screen in the same format as is used within the Forms, Workflows & Shutdown days sections. Once the rule is assigned, the rule will apply immediately and any relevant length of service days will be automatically added to the selected employee records.