An accrual leave code calculates based upon hours worked on selected pay code(s). The system will always calculate leave accruals if a selected pay code, with hours associated to it, is processed through payroll for the employee. The accrual calculation is designed to give an employee a certain number of hours for every one hour worked. However, Comprehensive Leave Manager does allow flexibility in the set up to enable you to always calculate a certain number of hours regardless of the hours worked on the pay code. Keep in mind, pay code types that do not include hours (Other, Piecework, etc.) will not calculate accrual amounts because the system requires hours to complete the calculation. Below there are a few scenarios of how to use an accrual calculation factor.
A lump sum leave code gives an employee a specified amount on a specified date. Once a lump sum has processed for a specific date, it would not reprocess for the same date. The system waits until the next posting date to process and give the employee more available time. Typically, a lump sum leave code is used when you want to give an employee a certain number of hours regardless of if they worked or how many hours they worked.
Lump sums are a great option for a yearly accrual. For example, every year the company provides an employee 80 hours on their anniversary or on January 1. It is also great for monthly accruals instead of accruals by pay period. For example, the company provides 8 hours of vacation time ever month on the first of the month.
In Microsoft Dynamics GP 2013 R2 (version 12.0.21) we added the ability to have a lump sum as part of an accrual leave type. This allows the system provide lump sum functionality to an accrual leave type. Or mix a lump sum with an accrual leave policy. For example, I can earn 4.62 every pay period and once a year I receive an extra 16 hours. This is part of the Comprehensive Leave Manager feature that allows more than one accrual rule be applied to a leave code. Keep in mind, the lump sum calculations will not look at the hours on pay codes even though it is assigned to an accrual leave type. The system will still determine if the lump sum should accrue time based on the dates entered. For a detailed example on the multiple accrual feature you can review this KB article: https://www.integrity-data.com/kb-can-setup-accrual-year-lump-sum-comprehensive-leave-manager-leave-code/.
If the policy states an employee should receive the full accrual amount, regardless of if they worked a few hours or the full week then you can set this up as a lump sum or accrual type. However, there are key differences and processes that need to be considered for each. A lump sum will grant the leave time based on dates thus, if the organization has several employees that take FMLA or unpaid time off a lump sum will catch an employee up on all their unpaid leave accruals on the first payroll the employee is processed. If this is not desired the Employee Leave Maintenance window should have the Accrued Through Date updated when the employee returns from unpaid leave. Another option is to use the Accrual Leave Type, set the calculation factor equal to the Accrual amount and use a pay period maximum. Below is an example setup for both of these options.
Lump Sum Setup
In this example, an employee can accrue 4 hours every pay period. We will be using a biweekly pay cycle. Since this is a biweekly payroll not one time, monthly, quarterly or annually, we chose Recurring as the frequency. This lets the system auto calculate the date. We enter in the first date and the hours to post then set the days (14) for the system to set the recurring date. If we had a weekly payroll, we could set the days to seven. The system then populates the dates until the end of the year. We can then update the dates yearly from the leave setup window and chose to roll down to all employees. We can automatically allow the system to do this if we mark the “Auto calculate next year’s posting dates at year end.” This will prompt a message when the Microsoft Dynamics Year End close is ran and the user can select yes to auto update the dates.
Considerations for lump sum setup:
If an employee was off on unpaid leave for 6 weeks, upon their return if we did not want the system to calculate leave for them during this time we can update the Accrued Through Date. The accrued though date sets the start date for the accrual and the pay period end date sets the end date then, the system looks for any Lump Sum Posting Dates during this time frame. By changing the Accrued Through Date to the prior pay period start date the system will then not accrue for the unpaid payrolls. If the employee should have received time off accruals during these 6 weeks then you can leave the setup without updating the Accrued Through Date and the system will catch up the leave accruals.
If an organization processes several bonus or commission payrolls with dates after the last payroll you will want to either use the pay period end date for the accrual calculations or use the next setup example for Accruals otherwise the system could accrue earlier than expected.
We can setup the same 4 hour biweekly accrual using an Accrual leave type. Since an Accrual Leave type looks for hours from an earned pay code to calculate if an employee has unpaid time off the system will not accrue time or try to catch up the leave accruals when the employee returns. Also, if a bonus or commission pay run is processed the system does not accrue since there are no hours and we can exclude the pay code from the earned calculation.
To have the accrual mimic the lump sum and give 4 hours regardless of the number of hours worked the system can be setup with a calculation factor of 4 and a per pay period maximum of 4. The system will then try to accrue 4 (calculation factor) * 80 (hours worked this pay period) and get 320 hours to accrue but since the maximum is 4 hours a pay period the system reduces the accrual to only 4 hours. This ensured that if an employee only work 60 or 70 hours in a pay period they could always get the 4 hour accrual.
Considerations for Accrual setup:
The system would not apply any calendar year maximums with this setup. If you did want to allow the employee to accrue time for unpaid leave then a manual adjustment would need to be entered in the system.
If the policy states an employee will accrue based upon the hours worked and the accrual amount fluctuates depending on the number of hours an employee worked in the pay period then, an accrual leave type with a different calculation factor would be needed.
In this example, an employee can accrue 120 hours per year for the first 5 years of employment and 160 hours after 5 years of employment. We would still use years worked as our range based on however; we changed the maximum accrual hours to per year – variable (calendar). We also changed the Calculation Factor to accrue .05769 for every 1 hour worked in the first five years of employment and .07692 for every one hour worked after five years of employment. We determined the calculation factor by taking 120 hours divided by 2080 hours. You could also take a biweekly amount of 4.62 divide by 80.
If an employee was in the first year of employment they worked 80 hours the first pay period, 60 the second and 90 the third we would expect the accrual amounts to vary.
- They would receive an accrual of 4.62 hours (80 * .05769) the first pay period.
- They would receive an accrual of 3.46 hours (60*.05769) the second pay period.
- They would receive an accrual of 5.19 hours (90*.05796) the third pay period.
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Last Review: April 4, 2016 – Revision: 1.0
- Comprehensive Leave Manager Microsoft Dynamics GP 2015
- Comprehensive Leave Manager Microsoft Dynamics GP 2013 R2