\u00a0<\/strong>There are multiple ways that absence accrual patterns can be configured and allocated to a team member. A lot will depend on the complexity of the organisation, but an absence accrual pattern can be allocated in several ways:<\/p>\n \u00a0<\/strong>A smart way of structuring your absence rules are by using the \u201cInherits from\u201d feature:<\/p>\n A reason for setting up absence rules in this way, is that non-vacation rules often can have the same allowance, limits, messaging etc. and so it makes sense to house all of these in one pattern, rather than having multiple versions in separate absence patterns.<\/p>\n Individual vacation patterns can be configured to just include the vacation rule. Examples of vacation patterns could be \u201cUK 25 days\u201d, \u201cUK 26 Days\u201d and \u201cUK 27 days\u201d. All these vacation patterns would inherit the rules from the non-vacation pattern.<\/p>\n If any tweaks or changes are required, these would just need to be made in one place, making ongoing maintenance easier and simpler. Our best practice advice would be to consider moving to this inherits from structure.<\/p>\n \u00a0<\/strong>Within each absence rule you can define which balances are displayed to the Team Member in the WX.<\/p>\n We would suggest not displaying all the options to the Team Member to avoid confusion. However, as a minimum we recommend including \u201cCarry over\u201d, \u201cYear End Balance\u201d and \u201cAnnual Allowance\u201d fields.<\/p>\n Without any field definitions, it may not be clear to the end-user what each of these mean. We therefore recommend that clients add in definitions, where appropriate, in the form of an HR Noticeboard. This will help Team Members to understand their balances and reduce the number of queries reaching the HR inbox.<\/p>\n \u00a0<\/strong>HR Noticeboards are a great tool to present further information to Team Members on any WX process or service. They can be easily configured and maintained, and can be directed at individual policies.<\/p>\n \u00a0<\/strong>By checking the \u201cShow accrual log\u201d on the absence rule, team members can view a breakdown of how their entitlement is made-up, which allows Team Members and Managers to become more self-sufficient.<\/p>\n <\/p>\n It is also possible to review previous years, by changing the dates in the drop-down option..<\/p>\n This additional setting gives the Team Member and the Manager the tools to clearly see how their entitlement is made up.<\/p>\n \u00a0<\/strong>HR Managers and Admin\u2019s may use an absence balance report to report on entitlements and keep a track of carry over balances. Balance fields on this object are not rounded, as set within the absence rule, and displayed in the WX.<\/p>\n A way to address this, is to create custom formula (number) fields on the absence balance object, add these fields to the report type and reference these fields instead. This requirement does become more complex if your accruals round in different ways, for example by country.<\/p>\n Rounding mode: Floor Rounding to the nearest: 1:<\/strong><\/p>\n FLOOR(fHCM2__Year_End_Balance__c)<\/p>\n Ceiling Rounding to the nearest: 1<\/strong><\/p>\n CEILING(fHCM2__Year_End_Balance__c)<\/p>\n <\/p>\n The system can take care of part time holiday calculations if set-up correctly and in line with best practice.<\/p>\n Let the system do the work for you by entering your Team Members work day pattern, correctly set your accrual rules using the FTE adjustment settings and allow the system to make those FTE calculations automatically.<\/p>\n That means no more spreadsheets, no more multiple point approvals and no more manual uploading each holiday year.<\/p>\n The new regulation allows team members in eligible industries to carry over of all, or part, of their core statutory annual leave entitlement for up to two years.<\/p>\n <\/p>\n A separate balance for \u201cPermissible carry over\u201d will be shown in the WX, which team members have visibility of, and HR can report on this in the usual way via the absence balance object:<\/p>\n There may be a requirement to award a team member an extra amount of days within the year.<\/p>\n To do this, we use absence adjustments, which are inputted via the employment record. As an example, to award a Team Member an additional 5 days, an absence adjustment would be inputted as shown below:<\/p>\n \u00a0<\/strong>\u00a0<\/strong>With any change it is worth reviewing the team member\u2019s accrual log to make sure that the extra days have been applied correctly.<\/p>\n This article has been authored by the Managed Services team, who provide post-implementation support services to our clients that are running the Sage People HRIS, enabling them to take full advantage of their HR system. Services provided differ according to our client\u2019s requirements and range from day-to-day administration support (full-time or flexible), providing simple fixes or complex system configurations.<\/em><\/span><\/p>\n For additional information or support in making changes or updates to your Sage People HR Systems, our Managed Services team will be happy to help. Please contact us\u00a0 on tel +44(0)1908 030368<\/a>\u00a0or email:\u00a0info@tugelapeople.com<\/a>.\u00a0Alternatively complete the\u00a0\u2018Get in touch<\/a>\u2019 form\u00a0and a member of our team will contact you directly.<\/p>\n","protected":false},"excerpt":{"rendered":" We often receive tickets into our Managed Services inbox around the theme of absences, which is often a misunderstood part of the system and can be considered difficult. If configured…<\/p>\n","protected":false},"author":2,"featured_media":4761,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[14],"tags":[77,80,79],"services":[59,67,55,54,49,101,56],"class_list":["post-1272","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news","tag-hrsystem","tag-maged-services","tag-sagepeople","services-hr-administration","services-hr-services","services-hr-systems","services-hris","services-managed-services","services-managing-absence","services-sage-people"],"acf":[],"yoast_head":"\n\n
\u00a0<\/strong><\/h2>\n
2. <\/strong>Inherits from: smart absence rule management<\/strong><\/h2>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-2.png\")
<\/p>\n\u00a0<\/strong>3. Definition of WX display fields<\/strong><\/h2>\n
View in the WX:<\/h3>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-3a_WX-dsiplay-fields.png\")
<\/p>\nDisplay options in the Absence rule:<\/h3>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-3b_display-options-in-absence-rule.png\")
<\/h3>\nAn example of a HR Noticeboard shown within the Absence\/Time off WX screen could be:<\/h3>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-3c_HR-Noticeboard-example.png\")
<\/p>\n\u00a0<\/strong>\u00a04. <\/strong>Display the accrual log in the WX<\/strong><\/h2>\n
For example, the log below shows how much holiday is accrued each month and how this affects the time in lieu, carry over and accrual balances:<\/h3>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-4_accural-log-in-the-WX.png\")
<\/p>\n\u00a0<\/strong>\u00a05. <\/strong>Rounding Absence Balance Data<\/strong><\/h2>\n
An example of how we can use FLOOR and CEILING formulas for rounding is shown below:<\/h3>\n
6. Managing Full Time Equivalent calculations<\/strong> (FTE\u2019s) – Let the system take the strain!<\/strong><\/h2>\n
\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/Image-6_-Ajustment-rules.png\")
<\/p>\n7. Managing UK carry over allowance exceptions for COVID 19<\/strong><\/h2>\n
To manage this in Sage People, we recommend:<\/h3>\n
\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-7_permissable-carry-over.png\")
<\/strong><\/p>\n\u00a08. <\/strong>Adding or replacing days to an individual\u2019s entitlement<\/strong><\/h2>\n
![\"Sage](\"https:\/\/tugelapeople.com\/wp-content\/uploads\/image-8_new-absence-adjustment.png\")
<\/p>\nWhat Next<\/h2>\n