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Administrator Guide
Last Updated: 2023-06-23
Steps: Prorate Based-On-As-Of-Date Balances

Steps: Prorate Based-On-As-Of-Date Balances

You can prorate balances, to the day, that workers receive at the start or end of a period when their eligibility for accruals changes within a period. Based-on-as-of-date, accruals support single and multiple changes in eligibility within a period.
  1. Add the
    Automated Accrual Adjustment
     service step to the
    Change Job
     business process.
    The service step automatically prorates any time off balances that the worker has, based on the effective date of the job change.
  2. Create or edit an accrual that uses the
    Based on As of Date
     option.
  3. Ensure that the
    Accrual Frequency Method
     for the time off plan is set to either
    Start of Period
     or
    End of Period
    .
    1. Access the
      Edit Time Off Plan
      .
    2. Check the
      Calculation
       tab for the value of the
      Accrual Frequency Method
      . If the value is:
      • Either
        Start of Period
         or
        End of Period
        , you don't need an override.
      • Custom Frequency
        , or different than in the accrual, override the time off plan setting:
        1. On the
          Balance
           tab, select
          Overrides Allowed
          .
        2. On the
          Accrual
           tab, edit the accrual and select the
          Adjustments/Overrides Allowed
           check box.
        3. On the
          Time Off Plan Overrides
           tab, create an override with either
          Start of Period
           or
          End of Period
           as the
          Accrual Frequency Method
          .
When a worker has a job change within the period that affects their eligibility for the accrual, Workday calculates the proration based on the as of date. Workday creates an accrual adjustment for the period.
Single Adjustment
Oscar works at Global Modern Services in the United Kingdom. Employees have an accrual of 2 days each month if full time; otherwise, they have an accrual of 1.2 days each month. Employees receive the accruals at the start of the period, using a monthly period schedule. On October 23, Oscar changes from a part-time to a full-time position. To reflect the amount of time he spent in each position, Workday adjusts his accrual to 1.4322.
Calculation Details
Adjustment
Calculation
Start of Period
Oscar receives 1.2 days of accrual at the beginning of the period. For the first part of the period (22 days), Oscar works as a part-time employee and receives an accrual balance of 0.8516 days.
(1.2/31)*22 = 0.8516
Change During the Period
Within the period schedule, Oscar changes to full-time for 9 days.
(2/31)*9 = 0.5806
Updated Accrual Balance for the Period
Oscar receives an updated accrual balance of 1.4322 at the Start of Period.
0.8516 + 0.5806 = 1.4322
Automated Accrual Adjustment
For the final accrual adjustment, Workday subtracts the Start of Period accrual balance from the new accrual balance. The line item adjustment on the Automated Adjustments tab for Oscar is 0.2322 = (1.4322 - 1.2).
(Optional) Use the
Maintain Accrual and Time Off Adjustments/Overrides
 task to confirm the adjustment amount on the
Automated Adjustments
 tab. If needed, use the task to create a manual adjustment or override. Time off balances update wherever Workday displays the balances.