A fixed period accrual applies a defined amount of leave at regular intervals. This article covers only the settings that affect fixed period accrual. Other leave type configuration options are not included. The values shown are examples only.
đ Note: If leave should accrue automatically regardless of whether a payee is included in a pay batch or has worked, select Service for Calculate At.
Configure the Fixed Period Accrual
Create a new leave type. Create a new absence type, then add it to the leave type.
Under Accrual Settings, select Set Accrual. This displays the Accrual tab.
Go to the Accrual tab, then set Accrual Type to Fixed.
Set Apply to Type to either Hours or Days.
Select Hours if accrual should be calculated in hours. Separate accrual rules are required for part-time payees to prevent them from accruing too much leave.
Select Days if accrual should be calculated in days. The same accrual rate can be used for all payees, but the accrued amount is displayed as a decimal number of days.
Select Pro Rata Accrual if fixed accrual should be pro-rated when a payee starts or terminates part way through a period.
Add an accrual rule for the leave set, then enter a name and configure the required rounding type settings.
Set Calculate At to either Pay Batch or Service.
Calculate At option | How it works | When to use |
Pay Batch | Fixed accrual is applied only when the payee is included in a pay batch. If the payee is excluded from the pay batch, such as when they have not worked, accrual does not occur for that period. | Use when accrual should apply only when the payee is included in payroll. To accrue leave for a payee who has not worked, include them in a pay batch. |
Service | Fixed accrual is automatically applied once a week to all active payees linked to the leave type, regardless of whether they have worked. | Use when leave should accrue independently of payroll activity, including where payees may not work during some periods. |
đ Note: If the rules described in Harpur Trust v Brazel apply to your organisation and payees need to accrue leave when they do not work, select Service.
8. Enter the required accrual rate in Fixed Value. The value depends on the annual leave entitlement and whether the accrual is based on weeks, days, or hours.
For a payee entitled to 5.6 weeks of leave per year:
Accrual basis | Calculation | Fixed Value |
Weeks with Apply to Type set to Days | 5.6 á 52 | 0.10769 |
Days with Apply to Type set to Days | 28 á 52 | 0.53846 |
Hours with Apply to Type set to Hours, based on a 40-hour week | 40 à 5.6 á 52 | 4.30769 |
đ Note: When accruing in days, a different value may be required for a part-time payee who does not work full time.
If Calculate At is set to Service, configure Condition Rule Not Applied Before Condition. Select Pay Period.
â ď¸ Important: This condition defines when the accrual is applied. If it is not configured and the service runs each day to capture new payees, payees would accrue each time the service runs.
Configure the Entitlement Deduction Rule
The deduction rules determine how the leave entitlement is reduced and the unit used to pay leave. No other changes are required in the Deduction Rule section.
The Entitlement Leave Day Rounding Rule determines how the payee's entitlement balance is reduced. The rule is selected from Day Round Rules and depends on how the accrual rate has been configured.
For example, if a payee takes two days of leave:
Accrual basis | Entitlement reduction |
Weeks | 0.10769 á 7 à 2 = 0.030769 |
Days | 0.53846 á 7 à 2 = 0.153846 |
Hours | Based on the exact hours requested by the payee |
Go to Day Round Rules, then add a new rule.
Set Type to Day.
Enter the number of hours that represent a half day in Half Day Cap, such as 3.50 or 4.00.
Configure Half Day Value and Full Day Value according to the accrual basis.
Accrual basis | Half Day Value | Full Day Value |
Weeks | 0.10769 á 7 á 2 = 0.007692 | 0.10769 á 7 = 0.015384 |
Days | 0.153846 á 7 á 2 = 0.010989 | 0.153846 á 7 = 0.021978 |
Hours | Not applicable | Not applicable |
Configure the Payment Deduction Rule
The Payment Leave Day Rounding Rule determines the unit used to calculate the leave payment. It can differ from the entitlement rule because a payee could be paid hourly while their entitlement is reduced using part-week values.
Configure the rule according to how the payee is paid.
For a payee who is paid hourly, configure the Day Round Rules rule with Type set to Hours. Configure the values according to the exact hours.
For a payee who is paid by days, set Type to Day.
Enter the number of hours that represent a half day in Half Day Cap.
Enter
0.50in Half Day Value.Enter
1in Full Day Value.