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Administrator Guide
Last Updated: 2023-06-23
Example: Configure Accruals Relative to Hire Date and Years of Service

Example: Configure Accruals Relative to Hire Date and Years of Service

This example illustrates how to configure:
  • A custom accrual frequency for a time off plan.
  • An accrual that starts relative to the worker's hire date.
  • A years-of-service based accrual.
GMS employees are eligible for a time off plan with a monthly period schedule. The plan has 2 accruals:
  • A standard 16 hours of time off each month, with the first accrual starting 30 days after their hire date.
  • A years-of-service based accrual of 1 hour per period every year for the first 5 years. The accrual increases to 2 hours per period for every subsequent year.
Workday uses a worker's
Continuous Service Date
 to calculate years of service.
Example: A worker has a
Continuous Service Date
 of 09-15-2015 and accrues 2 hours per period, starting on the monthly period of September, 2020. You terminate the worker on 12-01-2021 and rehire them on 03-05-2022. Workday updates their
Continuous Service Date
 to 03-05-2022 to reflect their rehire date. Based on their current
Continuous Service Date
, their years-of-service value is less than 5 years.
You can use either of these instance value calculations (IVCs) to enable workers to retain their historical absence data:
  • Recent Continuous Service Date based on Period Start Date
  • Recent Continuous Service Date Based on Period End Date
These IVCs evaluate historical service date changes. They return the respective
Continuous Service Date
 for each period, based on either the period start or end date. Example: The 2 hours per period that the worker accrued from September, 2020 through December, 2021 (the period they terminated in) remains at 2 hours. They retain their accrual amount because their prior years-of-service value in those periods is greater than 5.
You need to configure the time off plan so that the accrual frequency and accruals meet your company's requirements.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in Time Off and Leave functional area.
  1. Access the
    Create Time Off Plan
     task and enter:
    Field
    Value
    Name
    Vacation Time Off Plan A
    Balance Period
    YTD - Current Calendar Year (based on Period End Date)
    Period Schedule
    Monthly
    Unit of Time
    Hours
    Effective Date
    01/01/2022
  2. Select the
    Track Balance
     check box.
  3. On the
    Balance
     tab, enter:
    Field
    Value
    Balance Visibility
    Eligible in period or prior periods (based on As of Date)
    Calendar Display
    Plan and Type
  4. In the
    Carryover
     section, from the
    Date
     prompt, select
    Balance Period Start Date
    .
  5. On the
    Calculation
     tab, define the accrual frequency calculation.
    Field
    Value
    Accrual Frequency Method for Time Off Plan
    Custom Frequency
    First Accrual Date
    1. Select
      Create
      Create Date Increment/Decrement Calculation
    2. For
      Name
      , enter
      Vacation accrual start date (after 30-day wait period)
      .
    3. For
      Category
      , select
      Absence
      .
    4. For
      Start Date
      , select
      Recent Hire Date as of Period End Date
      .
    5. For
      Day
      , enter
      30
      .
    6. Click
      OK
       to return to the time off plan.
    Accrual Recurs Every
    1
    Accrual Recurs Unit of Time
    Months
    Days to Include
    Weekdays (Mon-Fri)
  6. On the
    Accrual
     tab, add a row for the standard 16-hour accrual.
    1. From the
      Adds to Balance
       prompt, access the
      Create Accrual
       task and enter:
      Field
      Value
      Name
      Standard 16-hour accrual
      Code
      standard-16-hour-accrual
      Calculation
      16
      Priority
      1
      Options
      None
    2. Click
      OK
      .
  7. On the
    Accrual
     tab, add a row for the years-of-service accrual.
    1. From the
      Adds to Balance
       prompt, access the
      Create Accrual
       task and enter:
      Field
      Value
      Name
      Years-of-service accrual
      Code
      years-of-service-accrual
      Priority
      2
      Options
      None
    2. For
      Calculation
      , select
      Create
      Create Lookup Calculation
       and enter:
      Field
      Value
      Name
      Years of Service Lookup
      Category
      Absence
    3. For
      Lookup Table
      , select
      Create
      Create Lookup Table
      , then select
      Advanced Lookup Table - Numeric Calculation Search Criteria
      .
    4. Click
      OK
      .
    5. On the
      Create Lookup Table
       task, enter:
      Field
      Value
      Name
      Years of Service Vacation
      Category
      Absence
    6. For
      Numeric Search Criteria
      , select
      Create
      Create Date Difference Calculation
       and enter:
      Field
      Value
      Name
      Worker Years of Service
      Category
      Absence
      Interval
      Year
      Start Date
      Recent Continuous Service Date Based on Period End Date
      End Date
      Period: Period End Date
    7. Click
      OK
      .
    8. In the
      Table Data
       section, select an
      Effective Date
      . Example:
      01/01/2022
      .
    9. Add 3 table data rows to include these value pairs in the respective columns:
      Search Value
      a
      1
      1
      5
      1
      6
      2
    10. Click
      OK
      .
    11. On the
      Create Lookup Calculation
       task, click the
      See in New Tab
       icon for the
      Years of Service Vacation
       lookup table.
    12. On the new tab, from the related actions of the
      Years of Service Vacation
       lookup table, select
      Lookup Table
      Column Labels
      .
    13. On the
      Maintain Column Labels
       task, in the
      Display Name
       column, replace
      a
       with
      Accrual (Hours per Period)
      .
    14. Click
      OK
       and
      Done
      .
    15. On the
      Create Lookup Calculation
       task, in the
      Calculation
       grid, select:
      Field
      Value
      Column
      Accrual (Hours per Period)
      Period Date Indicator
      Based on Period End Date
    16. Click
      OK
      .
  8. On the
    Time Off Plan Overrides
     tab, from the
    Accrual Frequency Method
     prompt, select
    End of Period
    .
  9. Click
    OK
    .