KB01-018

Scenario:  Full time employees working more than 25 hours a week will receive vacation benefits as follows:  for the first 5 years of employment, employees accrue 4.62 hours bi-weekly with a maximum of 120 hours per year.  After 5 years of employment, employees accrue 6.15 hours bi-weekly with a maximum of 160 hours per year.

Part time employees working less than 25 hours a week will receive vacation benefits as follows:  for the first 5 years of employment, employees accrue 2.31 hours bi-weekly with a maximum of 60 hours per year.  After 5 years of employment, employees accrue 3.08 hours bi-weekly with a maximum of 80 hours per year.

All employees may carryover a maximum of 120 hours the first 5 years of employment and 160 hours starting the 6th year of employment.  The anytime maximum allowed throughout the year is 200, after 5 years of employment the anytime maximum is 240.

We have a few options for setting this up in Comprehensive Leave Manager.  Here is a list of each option including pros and cons of the different set-ups.

Option 1:

Since the anytime maximum and carryover amounts are the same for part time and full time employees we can setup one leave code for both.  If the maximum and carryover amounts were different, it may be better to setup two leave codes and set different maximum and carryover amounts for each leave code.

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When the leave code is assigned to the employee, it displays employee specific data. 

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Option 2:

If an employee fluctuates between two ranges, for example, worked 30 hours this pay period and 65 hours next pay period.  With the option 1 setup, the system would let them accrue a higher amount when on the pay period they worked 65 hours.  If an employee should stay at the lower range based upon an employee class or status even though they exceeded the range rule of 50 hours in the second pay period then setting up two separate accrual schedule is another option.

In this scenario, you could use the same leave code setup and assign two accrual schedules.  When you assign the leave code to the Employee from the Employee Leave Maintenance window, you would select the appropriate accrual schedule for the employee.

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Option 3:

You can use two separate leave codes when the policy differs by employee class or status.  You can set the system up to have one leave code for part time employees and another leave code for full time employees.  Then set up separate accrual schedules as in option 2 and assign to the appropriate leave code.  This option can be beneficial if the carryover and maximums are different based upon the employee class or status in addition to the accrual schedule. Instead of using one leave code and changing the values for employees with a different class or status, you can use two leave codes and set up leave codes accordingly. 

One thing to keep in mind with this option, if a current employee has a change in status the available balance would need to be transferred from one code to the other.  Depending on your setups and policy, you may then inactivate the first code after the transfer or set it to not accrue.

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Last Review:       March 20, 2015 – Revision: 1.0

Applies To:         

  • Comprehensive Leave Manager Microsoft Dynamics GP 2015
  • Comprehensive Leave Manager Microsoft Dynamics GP 2013 R2