EC Time Off Accrual Recalculation - Detailed Example

[altugatas]

Introduction

As implementation consultants, most of the time we receive complex accrual scenarios from customers, and with the inclusion of recalculation concept, they become much more complicated. In this article, I will be sharing my version of the time off recalculation concept with details.

Scenario
In some countries, employees' annual leave accruals are based on age, seniority, social status, disability level, etc. It is possible to create suitable accrual rules, however, they do not satisfy the need of accrual recalculations. In the below scenario, we will be using a new field within the job information element for capturing this recalculation, and we will be updating this field multiple times to prorate the accrual amounts.

Also in these countries, the validity start date of these accruals generally start at hiring date and ends after 365 days are fulfilled. In most of the examples you see, the start date of the time account is the beginning of the year, and account end date is the year end. In this scenario, I followed a time account recurring at the hire date of the employee which is between year start and end date.

Implementation

Step 1: Time Management Configuration
Manage data > Time management configuration

This is already mentioned within the other blogs, but as a summary, we need to create this object with the external code specified in the screenshot.

Step 2: Job Info Additional Field
Manage business configuration > jobInfo

We are going to create a numeric field within jobInfo element.

Note: Keep in mind that you can use off cycle event batch for auto filling this field in employee profile based on your accrual rules. This will not be covered within this blog.

Step 3: Time Account Type
Manage data > Time account type

Please note that the additional field we created, which is accrual (custom-double1) is added within the recalculation fields.

Step 4: Time Account Accrual Rule
Manage data > Time account type

We need to deep dive into the accrual business rule, but it will be much easier for us to wait until the further part of this article to see a real example. As a summary, we will be getting the average value of our newly created custom field within job information element within the period of validity.

Example

Now, it's time to go over an example to see the details. The employee we will be testing has a time account assignment as below. 17.03.2023 is the anniversary of the hire date of this employee, and 14 days are created initially. This accrual information is coming from the field that we created within job information element (custom-double1).

System Generated Accrual via Calendar

Start Date	End Date	Difference in Days	Accrual (custom-double1)
17.03.2023	16.03.2024	365	14

Amount Posted

14 / 365 x 365

14

First Recalculation
Now, let's add our first recalculation scenario. We are adding job information for this employee on 10.10.2023, and changing the accrual amount from 14 to 20. The system should separate this accrual recalculation into two parts during business rule is triggered. Here is the recalculated accrual.

Start Date	End Date	Difference in Days	Accrual (custom-double1)
17.03.2023	09.10.2023	207	14
10.10.2023	16.03.2024	158	20

Amount Posted

( 14 / 365 x 207 ) + ( 20 / 365 x 158 )

16.6

Second Recalculation
Want more? Let's add the second and final recalculation scenario. We are adding job information for this employee on 01.11.2023, and changing the accrual amount from 20 to 24. Now, it should be separated into three parts.

Start Date	End Date	Difference in Days	Accrual (custom-double1)
17.03.2023	09.10.2023	207	14
10.10.2023	31.10.2023	22	20
01.11.2023	16.03.2024	136	24

Amount Posted

( 14 / 365 x 207 ) + ( 20 / 365 x 22) + ( 24 / 365 x 136 )

18.1

Summary

As I stated earlier, I wanted to give you an example with detailed calculations. With the combination of other features, the recalculation approach shared above helped us a lot during our implementations. Please also check the other blogs related to this topic, as there are various examples you can find very useful.

Please feel free to give feedback or comment.

Best,
Altug