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Title: How should I handle yearly leave budgets?

Brief Description:

There are two methods for handling yearly leave budgets, such as 3 days of Personal days per year. These methods are outlined below. You will need to evaluate which method is better for your company.

What’s Covered in this Document:

 

Overview of Methods

Method 1:  Annual Accruals for full years; Assignment Budget for partial, current hire year 

This method handles the current partial year (year of hire) via an assignment with a budget of hours, and handles the future years via an accrual association. A new employees is set up upon hire with the partial year assignment and with the future year accrual association. The person does not need to be assigned/associated again. 

Method 2:  No Accruals: Annual assignments for full years; Assignment Budget for partial, current hire year 

This method handles both the current partial year (year of hire) as well as future years via assignment budgets. A new employee is set up upon hire with the partial year assignment. Every year the admin creates an assignment for the next year for all eligible employees.

Tables

MethodAnnual Budget for full years of employmentPartial Budget for year of hire

Method 1

Annual Accruals for full years; Assignment Budget for partial, current hire year 

Annual AccrualAssignment budget

Method 2

No Accruals: Annual assignments for full years; Assignment Budget for partial, current hire year 

Annual AssignmentAssignment budget




Period/Budget typeMethod 1 (Annual accruals with partial year assignment)Frequency
Annual Budget for full years of employmentAnnual AccrualOne time, upon hire of new employee
Partial Budget for year of hirePartial year AssignmentOne time, upon hire of new employee




Period/Budget typeMethod 2 (No Accruals but with partial year assignment)Frequency
Annual Budget for full years of employmentAnnual AssignmentEvery year for all employees (may be done all at once)
Partial Budget for year of hirePartial year AssignmentOne time, upon hire of new employee




Pros and Cons of the two Methods 

Pros and Considerations for Method 1:  Annual Accruals for full years; Assignment Budget for partial, current hire year 

ProConsideration
Upon hire of new employee, you take 2 steps and are done (set the person up once for the current/partial year and once for the subsequent year). You do not need to do anything for this person the following year. This is a one time setup for each employee.

Current/partial year assignment budget is available on the leave balance report but not the accrual details report (you can just inform new employees of this temporary situation; in full years of employment using Unanet they will always see the annual accrual in Accrual Details).

If you do have any kind of periodic accrual other than annual (semimonthly Vacation accruals, for example), then JUST FOR THE FIRST YEAR OF EMPLOYMENT you have to run 2 separate reports (Accrual Details for Vacation accruals and Schedule Details for the yearly assignment budgets). Note that the default "Leave Balance"/User Schedule Details report always shows the projected/estimated for full current year and not current balance as of today.

    

Pros and Considerations for Method 2:  No Accruals: Annual assignments for full years; Assignment Budget for partial, current hire year

ProConsideration
All annual activities are standardized as assignments, instead of some accruals and some assignments. (You may still have some accrual activities)

Every year, you must set up the assignment for every existing employee. You can do this all at once for all employees, but you have to do it every year for everyone.

If you do have any kind of periodic accrual other than annual (semimonthly Vacation accruals, for example), then you ALWAYS have to run 2 separate reports (Accrual Details for Vacation accruals and Schedule Details for the yearly assignment budgets). Note that the default "Leave Balance"/User Schedule Details report always shows the projected/estimated for full current year and not current balance as of today.




Initial and Ongoing Steps

Method 1:  Annual Accruals for full years; Assignment Budget for partial, current hire year 

Admin-Setup-Accrual Plans-Plan tab

Navigate: Admin > Setup > Time > Accrual Plans > Edit Pencil Icon.

 

The plan tab indicates that the Accural will occur yearly on Jan 1, starting with Jan 1, 2015. For 2014 , assignments will be used instead of an accural association.  

Admin-Setup-Accrual Plans-Schedule tab

Navigate: Admin > Setup > Time > Accrual Plans > Edit Pencil Icon > Schedule. 


 

The Schedule Tab controls that only 24 hours are given each year, and that at the end of the year they are capped at 0, such that the subsequent year's accural will deliver a new balance of 24 hours. 


Ongoing steps to take as you hire a new employee

STEP 1: Immediately upon hire, set the person up with an Assignment Budget for the current/partial year with a start date of their hire date and an end date of the last day of the hire year (12/31/xxxx). For example, if the hire date is June 1, 2014, then the initial assignment will have a start date of 6/1/2014 and an end date of 12/31/2014. Note that the reason you can't create an accrual association mid year is that you will have already posted annual accruals for 2014 for the other employees. Decide how many hours the person should come in with and place that in the budget field.  For example, if it is for Sick and typically people get 24 hrs for the full year, you might decide that since they are starting mid-way through the year that they will get a fraction of the 24 hours to use in 2014, perhaps slightly more than half or 14 hours. The assignment budget is made directly in the project profile (for Sick, Vacation, etc.) See first screenshot below.

Navigate: Project > List > List > Edit Pencil Icon > People Assignments > List > Edit Pencil Icon. 

 



STEP 2: Immediately upon hire, set the person up with an Accrual Association starting with the next full year. For example, if today is June 1, 2014, then you would set them up in their person profile - Accruals with an association to the yearly accrual starting January 1, 2015. Once Jan. 1, 2015 rolls around, the full balance of the 24 hours will be delivered to this person and to all other employees who were already associated with the annual accrual plan. See second screenshot below.


Navigate: People > List > List > Accruals > List > +Associate w/ Accrual Plan Icon


Method 2:  No Accruals: Annual assignments for full years; Assignment Budget for partial, current hire year 

STEP 1:  Same as Step 1 above in Method 1. Perform this immediately upon hire of each new employee.

STEP 2:  Each year, assign all eligible employees to the project with dates of 1/1/xxxx - 12/31/xxxx with the appropriate budget of hours. Screenshot below.


Navigate: Project > List > List > Edit Pencil Icon > People Assignments > List > +Assignments.

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