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Setting Up Accruals: Annual Leave, Sick, and Other Benefit Hours Follow

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Patrick Arrastia
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Accruals are fundamental for tracking and managing employee benefit hours, such as annual leave, sick pay, and other paid time off. This article provides detailed instructions on how to set up accruals for your employees, ensuring accurate time-off accumulation in line with your company's needs.

In this article:

 

Benefit Categories

uAttend offers three accrual categories:

  • Annual Leave (AL)
  • Sick (SIC)
  • Other (OTH)

These categories are predefined and cannot be modified within the system. However, when exporting reports, you can customise the column headers to match your company's specific terminology. 

 

Set Your Accrual Rounding Option 

How accruals are calculated depends on the Accrual Rounding setting, which is account-wide. This setting determines the precision for rounding, which can be configured to the nearest:

  • Tenths (0.1)
  • Hundredths (0.01) 
  • Thousandths (0.001)
  • Ten-thousandths (0.0001).

In the United Kingdom, the standard accrual rate for statutory annual leave is 12.07%. If you use this rate, you will need to select Ten-thousandths.

For more details on accrual rounding, check out our Guide to Time Off.

 

Configure the Accrual Settings 

Accruals are configured per employee in the Time Off section of their profile. Follow these steps to set up an employee's accruals:

 

1. Select a start date:

Choose a past, current, or future date as the start date for the accruals. The start date determines when the accruals begin and when hours become available to the employee. If employees accrue hours immediately upon hire, enter their hire date. If accruals begin after a period, such as after 90 days, enter the date for when accruals should begin.  

Tip: If accruals reset annually (such as on the first day of a new year), remember to manually update the start date each year. Before making any changes, we recommend exporting a Time Off Report for accurate record-keeping, ensuring all accrued and used time is properly documented.

 

2. Set the starting value if applicable:

You have the option to enter a starting value for annual leave, sick, or other time off hours. For instance, if your employees do not earn holiday while they work and get given a set balance from the start, you can enter this into their Starting Balance. Please note, that this will need to be entered in as hours and not days.

If the employee earns holiday while they work and does not start with any holiday balance, set the starting value to "0".

 

3. Set the accrual rate:

The accrual rate determines how time off hours accumulate. You can configure this rate in several ways:

  • Per Hour: Accrue time off per a specific number of hours worked, such as per 1 hours' worked. For example, if the employee earns 0.1207 of an hour for every 1 hours worked, you would set the rate as shown in the image below: 



  • Per Week: Accrue a set number of hours each week based on the work week defined in your account settings.
  • Per Month: Accrue time on a monthly basis.
  • Per Pay Period: Accrue time based on your company's pay period, aligning with your payroll schedule. 

For the United Kingdom, the statutory annual leave rate is 12.07%. To enter this, follow the steps below.

  1. Set the Rate to 0.1207
  2. Set the first drop-down box to Hour
  3. Set the Every box to 1

This will accrue a balance for every hour the Employee works at a rate of 12.07%.

Please be advised that this percentage pertains to the standard UK statutory annual leave calculation. As company-specific policies on annual leave accrual may vary, it is imperative that you confirm your organisation's applicable rate before implementing these settings.

 

4. Select whether to include overtime:

By default, only regular hours are counted toward accruals. However, you can include overtime hours (OT1, OT2, and weekly OT) in the calculation by enabling this setting.

 

5. Set a cap:

A cap is the maximum number of accrued hours an employee can hold at any given time. If an employee reaches this cap, they will continue to accrue hours in the background but will not have access to those hours until their balance falls below the cap. Once the balance decreases, the accrued hours will be made available up to the cap limit.

 

View Accruals on the Employee's Timecard

You can configure accrued hours to display directly on the employee's timecard, offering a real-time view of accrued and used hours. Enable the Display Benefit Hours option in the employee's profile to allow anyone with access to the employee's timecard to view their accrued hours.

 

Manage Time Off Requests

You can enable Time Off Requests to allow administrators, supervisors, and employees to manage time-off requests efficiently. Approved time off will be added automatically to employee timecards and deducted from their available accrued time.

Alternatively, if you do not wish to use the Time Off Request feature, benefit hours can be manually added to an employee's timecard.

For more detailed information on accruals and time off requests, be sure to check out our comprehensive Guide to Time Off.

 

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