Defining Earnings Accrual Classes

Select the unit of time that the system uses to track, store, and quote the service intervals on which it bases accruals: Hours, Months, or Years.

Select the rate at which leave is earned and tabulated:

Hrs/Year (hours/year): When you select this value, the Accrual Year Type field becomes available for entry.

Hrs/Hour (hours/hours): Select this value to have employees earn leave at a rate of hours each hour.

Hrs/Month (hours/month): When you select this value, the Accrual Pay Period field becomes available for entry.

Hours/Pay Pd (hours/pay period): Select this value to have employees earn leave at a rate of hours in each pay period.

Hrs/Week (hours/week): Select this value to have employees earn leave at a rate of hours each week.

Select the type of dates to use as the beginning and ending dates of the year:

Calendar: The calendar year normally begins January 1 and ends December 31.

Fiscal: The fiscal year normally begins October 1 of a year and ends September 30 of the following year.

Leave: The leave year normally begins with the first full pay period that begins and ends within the calendar year. However, because the length of the leave year is 26 pay periods, the end date falls within the following year.

Pay: The pay year normally begins with the first full pay period that begins and ends within the calendar year, and it ends with the last pay period that begins and ends in the year.

Select the pay period in which you want to grant leave earnings. For example, if the month contains multiple pay periods and you decide to distribute earnings after the first week, enter any value from 2 to 5 in the Accrual Pay Period field (with 2 indicating week two, 3 indicating week three, and so on). The default is 1 (week one).

Select the disposition of excess leave balances: Current Rate, Rate Earned, or Current Rate Percent. Convert leave to pay using the pay rate in effect when the leave was originally accrued, the current rate of pay at the time of expiration, or a percentage of the current rate. When you select Current Rate Percent, the Effective Rate Percent field becomes available for entry.

Enter the percentage to use as the basis of calculations.

For your information only.

Select to tabulate the number of nonpay hours to determine whether to grant accrual earnings. For example, suppose the standard hours for an employee are 80 hours per pay period. The employee has 70 nonpay hours going into a new pay period and takes an additional 10 hours of nonpaid time. The system adds the total number of nonpay hours (80), determines that this number equals the total of standard hours, and blocks any additional leave accrual for that pay period.

Not currently used by U.S. federal government customers.

Select to calculate leave hours according to length of service as of January 1 of the current year. To calculate leave hours according to the length of service as of the leave accrual process date, deselect this check box. The system uses the service date in the employee's Job Data component for this calculation.

Select to expire restored leave at the end of the expiration year (Dec. 31). For example, if you restore an employee's leave on Jan. 15, 1998 and the leave expires in 24 months, the system extends the expiration date beyond the two-year limit to the end of the year in which the leave expires (December 31, 2000). This is for restored leave only.

Select to adjust leave at the line-item level on the Accrual Ledger page. Otherwise, the Accrual Adjustment button is not available.

Select when processing ceilings, carry overs, and expirations. The system reviews historic rows of leave and uses the oldest available leave first.

Select to track nonpay hours for a WGI. Nonpaid hours will be tracked on the accrual non pay ledger.

Select to activate the annual entitlement calculation. After each pay period, the system calculates the employee's annual accrual entitlement balance along with the next pay period's accrual. This provides the information to determine how many leave hours employees can use before exceeding their full annual accrual entitlement. The number of hours to which an employee is entitled for the remainder of the year appears on the Accrual Summary page. Calculation formulas are provided in the overview.

See Understanding Earnings Accrual Classes.

Select to activate the fields in the Accrual Ceiling group box.

Select the interval with which to measure the maximum amount of leave time that members of an accrual class can accumulate: Hours, Months, Pay Period, or Years. When you select Months, the Ceiling Pay Period field becomes available for entry. When you select Years, the Year Type field becomes available for entry.

Select the week of each month in which you apply the accrual ceiling and determine the disposition of excess leave (1 represents week one, 2 represents week two, and so on).

Specify how to handle excess leave accruals:

Allowed to Exceed: Select to disregard ceilings that are applied at an earlier date.

Convert to Other: Select to convert excess leave to other types of leave. For example, if you place a ceiling on leave accruals, you can convert excess earnings into another leave type by entering its corresponding earnings code in the Ceiling Earnings Code field. However, this value is not supported by an automated process. Configuration is required to implement this feature.

Convert to Pay: Select to convert excess leave to pay by creating an Additional Pay record, either at the rate earned or at the current rate that is specified on the Earnings Accruals USF - Class page. The system creates a ledger entry to record the reduction of hours and updates the accruals summary. The resulting payment appears as additional pay on the paysheets. When you select this value, the Ceiling Earnings Code field becomes available for entry.

Forfeit: Select to reduce excess accruals and create a ledger entry to record the forfeiture. You immediately lose excess leave.

Use or Lose: Select to reduce excess accruals and create a ledger entry to record the forfeiture. You immediately lose excess leave.

Not currently used by U.S. federal government customers.

Enter the maximum number of hours, months, years, or pay periods of leave time that an employee in the accrual class can accumulate, depending on the unit of measurement that is specified in the Ceiling Intervals field.

Specify how to compensate employees in an accrual class when leave is converted to pay.

Define earnings codes in the Earnings tables.

Select to activate the fields in the Accrual Carryover group box.

Select the interval with which to measure the amount of leave employees in the accrual class can carry over from one period to another: Hours, Months, Pay Period, or Years. When you select Months, the Carryover Pay Period field becomes available for entry. When you select Years, the Year Type field becomes available for entry.

Select the week of each month in which you apply the accrual carryover and determine the disposition of excess leave (1 represents week one, 2 represents week two, and so on).

Specify how to handle excess leave accruals:

Allowed to Exceed: Select to disregard carryover limits that are applied at an earlier date.

Convert to Other: Select to convert excess leave to other types of leave. For example, if you apply a carryover limit to leave earnings, you can convert excess earnings into another leave type by entering its corresponding earnings code in the Carryover Earnings Code field. However, this value is not supported by an automated process. Configuration is required to implement this feature.

Convert to Pay: Select to convert excess carryover to pay by creating an Additional Pay record, either at the rate earned or at the current rate that is specified on the Earnings Accruals USF - Class page. The system creates a ledger entry to record the reduction of hours and updates the accrual summary. The resulting payment appears as additional pay on the paysheets. When you select this value, the Carryover Earnings Code field becomes available for entry.

Forfeit: Select to reduce excess leave and create a ledger entry to record the forfeiture. You immediately lose excess leave.

Use or Lose: Select to reduce excess leave and create a ledger entry to record the forfeiture. You immediately lose excess leave.

Not currently used by U.S. federal government customers.

Enter the maximum number of hours, months, years, or pay periods of leave time that an employee in the accrual class can carry over, depending on the unit of measurement that is specified in the Carryover Intervals field.

Specify how to compensate employees in an accrual class when converting leave to pay.

Define earnings codes in the Earnings tables.

Select if employees can use grandfathered leave earnings that put them above the carryover limit for their accrual class. For example, if an employee moves from an accrual class that carries a higher carryover limit than is permitted for individuals in the current class, the system checks the Enrollment page for the correct carryover limit for this employee. Employees are eligible to receive a personal carryover limit on the Enrollment page that remains in effect until their leave earnings fall within the carryover limit for the rest of their accrual class. So, an employee entering an accruals class with excess leave isn't forced to lose it, and the system coordinates leave usage so that it uses the oldest leave first.

Select to activate the fields in the Accrual Expiration group box.

Select the interval with which to measure the expiration period. This value is the default unit of measurement for the Until Expiration field.

Specify how to handle leave upon expiration:

Convert to Other: Select to convert expired leave to other types of leave. For example, if you apply an expiration date to leave earnings, you can convert this leave into another leave type by selecting its corresponding earnings code. However, this value is not supported by an automated process. Configuration is required to implement this feature.

Convert to Pay: Select to convert expired leave to pay by creating an Additional Pay record, either at the rate earned or at the current rate that is specified on the Earnings Accruals USF - Class page. The system creates a ledger entry to record the reduction of hours and updates the accrual summary. The resulting payment appears as additional pay on the paysheets. When you select this value, the Expiration Earnings Code field becomes available for entry.

Forfeit: Select to reduce expired leave and create a ledger entry to record the forfeiture. You immediately lose excess leave.

Not currently used by U.S. federal government customers.

Specify how to compensate employees in an accrual class when converting leave to pay.

Define earnings codes in the Earnings table.

Enter the number of hours, months, years, or pay periods until leave expires. The default unit of measurement comes from the Expiration Interval field.

Specify how to handle leave upon termination:

Convert to Pay: Select to convert unused leave to pay by creating an Additional Pay record, either at the rate earned or at the current rate that is specified on the Earnings Accruals USF - Class page. The system creates a ledger entry to record the reduction of hours and updates the accrual summary. To complete the payout procedure, you must enter this information in the Final Check Program Table component (TERM_PGM_TBL).

Forfeit: Select to record forfeited accruals and create a ledger entry to record the termination. You lose any unused leave.

Specify the earnings for which employees in an accrual class are eligible when converting accruals to pay. If your policy is to convert leave to pay at a percentage of the rate that is represented by the earnings code, enter the percent in the Pay at Termination Percent field.

Enter the length of service. The accrual unit (hours, months, or years) that displays at the top of this column comes from the Accrual Units field on the Earnings Accruals USF - Class page.

Enter the number of hours that accrue per month, year, or pay period. The accrual rate (hours per month, hours per pay period, hours per year, or hours per hour) that displays at the top of this column comes from the Accrual Frequency field on the Earnings Accruals USF - Class page.

Specify a fixed number of leave hours to distribute in the last pay period of the year, independent of the amount that you grant automatically to members of the accrual class.