Overview
This guide will explain what an entitlement policy is, when it might be needed, and how to set one up.
What is an entitlement policy?
Entitlement policies are associated to entitlement pots and elements, where you can build rules around how much and what criteria needs to be met before the award is given. These are often used to set up awards to users based on different criteria, for example these could be long service awards, yearly awards, or accruals.
The setup is split into two:
- Entitlement Accrual Rules – This is where you specify when the award is given
- Entitlement Element Accrual Rules – How much is given based on the criteria specified
Entitlement Accrual Rules and Elements
The settings below cover how to configure an accrual prior to setting up how much and the criteria which needs to be met. You will find this section under Global in the admin panel of the system.
- Description: Describes the frequency, for example "Yearly on Calendar Year Rollover" or "First of the Month".
- Enable projected annual total: If you are planning on setting up an accrual rule for example, 2 days per month (the element), then this option will run all the future accruals for the year, to show 24 days rather than the accrued to date. This would be 2 days after 1 month.
- Prorate award: Whether Full-Time Equivalent (FTE) is considered when awarding the entitlement accrual. This primarily impacts Part-Timer Employees who may not get the full entitlement accrual award.
- Award in the year: Allows for the ability to set up a rule for the current year or next year, this can only be done with a rule which runs on an individual’s employment start date or yearly on Calendar Year Rollover.
- Reoccurrence pattern: Give the flexibility to specify when the award is given:
- Single Occurrence – Give the award on a particular day in the year. This could be if your business is giving an additional 1 day for the company anniversary, which needs to be used by the end of the calendar year.
- Daily – Give an award or checks if an award should be given every day (includes weekends. This could be used to do a check on when a user has passed probation and then given an award to them.
- Weekly – Give an award or checks if an award on a weekly basis (on a particular day of the week). This can be used for an accrual which you may want to give 0.5 days’ every Monday, so at the end of the year will give 24 days in total.
- Monthly – Specify which month and day of the month an award is given. This is mostly used for monthly accruals, which you may want to give 2 days on the first day of each month.
- Holiday year start date – Uses the ‘Calendar Day and Month’ specified in a user’s record (under the profile tab) and will give the award on this date. This could be used for Study Leave, which you give each user 5 days per year.
Employment start date – Award given on the user’s employment start date (under the profile tab) and then:
- Annually – Every year on a user’s employment start date.
- Biannually – Award given every two years based on the user’s employment start date.
- Quarterly – Given every 3 months from the user’s employment start date.
- Monthly – Every month on the day of the user employment start date.
*Please be aware you will need to set the employment start date to 28th Feb for anyone who started on a leap year. Also, we recommend setting up the employment start date accrual policy as follows:
Carryover of entitlement on calendar year rollover – examples of this would be if you started 1st July 2021 and your calendar year is 1st January, then the balance if not set to carry over would clear on the 1st January.
Once the Accrual Policy has been set up you can then start to build out your policies, and you can do this on a global level, for a subset of users on a template and on the user level (which is rarely used). The policy configuration can be done using the following fields:
- Entitlement accrual rules – The list of the accrual rules which you have created in step one will show in this list, and this is when the individual will receive the award.
- Description – A description can be given for the rule, we recommend adding this to differentiate between them i.e., Singapore - 2 days Volunteer Leave after 2 years’ service
- Accrual Source
- Manual input – The amount that you will be given the user this could be a full amount i.e., 2 days or an accrual amount 1.5 days per month (depending on the configuration)
- Time Tracking – Please refer to the Time Tracking guide on the knowledge base.
- Rounding policy – Should the amount provide be rounded, you have different options to specify against this option.
- May be applied once – If the award is only given once at any point, then this option requires being selected.
- Restrict by service length (in months) – Depending on how long a user has been e employed and if the employment start date is equal, less than, between months or greater than.
- Restrict by age (in years) = Depending on the age of a user (using the date of birth field in the user profile tab) and if this equals, is less than, between or greater than.
- Restrict by profile fields – You can also build rules based on other profile fields, please speak to you Project Manager or Support if you need more criteria to build out your rules. I.e., Child age less than 12.
You can stack the element polices if you have different amounts to be given at various stages of a user’s employment. The guides below will help you understand how to configure these.
How to create a rule and apply these?
The following knowledge base articles will help you to create a new rule and applying these globally, for both a sub-set of users and for an individual:
A video on the configuration and example configuration can be found here:
https://www.e-days.com/learning-centre-overview/10-entitlement-accrual-setup
https://www.e-days.com/learning-centre-overview/9-entitlement-setup