Seeing the employee´s actual prorated absence/leave

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Posted on by F.Mogheth

I have set the system by creating Leave plans and Leave types + assigned (registered) the employees...
The system is working well by registering the requests, approvals, subtraction from the assigned days (showing as well in Teams).
The plans are set to be prorated / annual / and linked to the employee´s employment start date.

I am unable however to have the system calculate how much allowance is granted depending on the employment length:

E.g.

- Annual prorated leave allowance is 20 working days (12mnths)

- If an employee is actively registered e.g. only 3 months, then I have the system show me the full 20 days eligibility (possible to apply and approve) from the get go and not the 3 months´ worth

Thank you for the assistance

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Ana Stancu on at

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RE: Seeing the employee´s actual prorated absence/leave

In that case, the monthly accrual would be a good choice.

Kindly suggesting that you run more tests before making a final decision, cause once created, a Leave Plan setup can no longer be changed, if Requests are already made.

Happy to help ;)

Thank you, and wishing you too a lovely weekend as well !

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F.Mogheth 95 on at

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RE: Seeing the employee´s actual prorated absence/leave

Thanks Ann,

That helps a lot... I am looking on various solutions and in general we grant the minimum allowed paid leave of 20 days per year to any employee, however you build your fund month on month, thus if working 3 months then the allowance would only show 5 days... and the numbers grow month on month by the avg. 1,5 days

Appreciate the help

Have a great (almost weekend) ahead

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Ana Stancu on at

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RE: Seeing the employee´s actual prorated absence/leave

Hello Farouk,

In a previous note, you showed me this setup

Which means that the 20 days will be awarded at the END of the accrual period.
Based on the excel where you see the accrual for each month, I'd suggest you test a Leave Plan to accrue 1.5 days leave Monthly.
Otherwise, if it's annual, then all 20 days will be awarded either on the first day of the Leave Plan, either at the end - depending on what you set. But with monthly frequency, you will no longer see the 20 days.
Accruals are set Annually, or Monthly. You cannot see a "mixed result" here.

Depends now also on how you "allow" the employee to take leave. If for example, employee is hired 01.Jan, and he/ she is not allowed to take more than 1.5 days each month, then you surely have to set a monthly accrual.
Instead, if the same employee would not have such restriction, then in February he/she can take 15 days. In that case, the accrual should be 20 days annual, given from the very beginning.

The combination of setup depends a lot o the business requirements (when employees are entitled to receive the accrual, frequency, carry forward rules, etc)

However, reminding once more, you cannot mix them, and see a monthly accrual of 1.5 days, AND an accrual of 20, annually. It's one, or the other.

Hope I clarified this now.
Let me know in case of more questions.

Regards,

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F.Mogheth 95 on at

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RE: Seeing the employee´s actual prorated absence/leave

Hi Ann..

Now I made the distinction between the grants (lump sum) and the accrual that is added depending on the chosen frequency (monthly,annual, etc.) Thanks for the clarification.

The 20 days per year allowance is more or less for information only and ofcourse the system is aware of the sum inorder to calculate the leave and prorating.

Where as the employee usually gets the ´current balance´ each month with days added/accrued subtraced by any days already taken

This is the calculation sought as you can see here in the excel sheet (how many days time off calculated from day 1 at work)

Perhaps I am going at it from the wrong angle, but I have set the plan as of 31.12.2019 for the year 2020 with accrual 20 days annually if someone is working the entire 12mnths

I have set the field months with 0 = employee employed 1-12mnths in total (tier 1 e.g.)

I have set the system to add 20 days in accrual (not grant) so these 20 days would be something I can see in the forecasting and accrued amount but not in the available amount

As Johny is working only 3months and eligible for a leave of 20 days per year, setting the annual prorated accrual still shows me 20 accrued and now 0 available

Based on the excel above, would it be better to create a monthly accrual following the numbers in green? Adding an avg 1,5 days for each working month?

Ofcourse I still hope to see the annual 20 days automatically prorated and showing available leave fun depending on the months worked taken from the total annual accrued sum.

Thanks again and appreciate the earlier replies...

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F.Mogheth 95 on at

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RE: Seeing the employee´s actual prorated absence/leave

Thank you Ann,...

I regards to the 15days, yes... A grant of 20 days was given and 5 days taken off (leave)

My understanding was that I gave 20 grant days per year..

Leaving the months of service 0 I assumed the system is calculating 1-12 mnths (as the accural frequency is annual)

Now I see the accrual amount is 0 and here I need to make an adjustment

So If I understand correctly... The grant is a SET amount given, however for the system to calculate and accrue, then I deal with accrue amount field...

I will redo the settings and see how it goes..

Much obliged Ann...

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Ana Stancu on at

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RE: Seeing the employee´s actual prorated absence/leave

Hello Farouk,

I understand the scenario now, thank you for sharing Johny Walker's details.
Nice name coincidence, and I do appreciate the little joke between the lines :-)

What happens in your case, is that the Grant is given to the employee entirely (20 days), as per the Leave Plan setup.

According to our Leave and absence concepts

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Grant amount
The grant amount is the initial number of hours or days that employees are granted when they first enroll in the leave plan.
The amount doesn't accrue for each accrual period.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

This is an extract from -->

docs.microsoft.com/.../leave-absence-concepts

I fear you must try a new setup, otherwise, the next year, when accrual should happen again, at the end of August, there would be no Leave days accrued to the employees - cause there is no accrual in the setup, it's zero. You only have the grant set, but that is given only once.

Can you also please click on the 15 here and let us know the balance?

I expect to see there a row with a Grant of 20, and possibly 5 days requests?

Please confirm.

Regards,

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F.Mogheth 95 on at

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RE: Seeing the employee´s actual prorated absence/leave

Thank you Ana for your assistance...

The Dovolená or vacation is created with validity of 01.01.2019 / Annual / Then added 3 people to the fund afterwards...

The annual leave details:

accural frequency: Annual

Accural period basis: Employee specific date

Employee specific date: Workers start date

Accural award date: Accural period end date

Accural policy on enrollment: prorated

Accural policy on unenrollment: prorated

The lspecific leave accural types details

Leave Type: Dovolená CR (or vacation CZ)

Months of service: 0

Accural amount: 0

Minimum balance: 0

Maximum carry on-forward: 5

Grant amount: 20

The leave and absence types details + workflow (automatic)

Johny Walker (abstaining from drinking in the workplace) started to work 31.08.2020

His assigned leave plan - standard view

Plan: Dovolená (vacation)

Enrollment date: 31.08.2020

End date: Never

Accural period basis: Workers start date

Tier basis: Employment start date

Tier basis date: 31.08.2020

Accural start date: 31.08.2020

Accural date basis: 31.08.2020

Turn off accural: No

.First accural details: 31.08.2020

Accural period end: 31.08.2021

Award date: 31.08.2020

I can see that although the employment started 31.08.2020 (annual plan), the date seems to extend validity to 31.08.2021. The periods are set peoperly for 2019, 2020, 2021

I can see that the system gave Johny the full 20 days and full 5 sick days while I would like to see the system recognising employment start in September and now that we are in November, the elegibility is not for the full 20 days.

The subtraction is OK and works fine...

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Ana Stancu on at

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RE: Seeing the employee´s actual prorated absence/leave

Hello Farouk,

If the accrual was once calculated, it would not be re-calculated until next accrual start date.

Please confirm if this is your scenario: the employee was awarded the accrual of 20 days, then a termination date after 3 months was added?

The Leave Plan setup would also help, so if you can provide a screenshot, it would bring useful information.

Thank you!

Regards,

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