Before getting started
The Package day accrual rule type is used to set up the accrual of comp days or Compensatory Days Off where the number of credits varies from year to year depending on the package stipulated in the employees’ contracts.
To set up this type of rule, Go to Settings > Regulations > Accrual > Create a new rule > Package day accrual.
How to define the population subject to this rule
The accrual rules should be set up in the regulations. Thus, if the same rule applies to several regulations, it needs to be created within each regulation.
The accrual rule applies to the population defined by the accrual profile. A rule can apply to several profiles within the same regulation.
The accrual profile groups together employees who have the same leave entitlements.
For example, there are two regulations in my database, the Syntec regulation and the offshore establishment regulation. In the Syntec regulation, I have two accrual profiles, 25 PL + comp days in 218-day Package per day system, and 25 PL.
In the offshore establishment regulation, I have only one accrual profile, 25 PL + 218 days.
-> I need to create a rule for accrual of package days in each of the regulations, even if the rules are identical.
How to set up the amount to credit
The rules form will guide you through this, if you complete it in reading order.
To set up a Comp day accrual rule for employees on a 218-day Package, the setup is as follows:
The following items are needed to set up a Package per day:
- the calendar to establish the number of business days in the period, which varies each year depending on when the public holidays fall.
- the number of paid leave days so that this figure can be deducted from the number of business days in the period.
- the value of the package to establish the number of days the employees should be credited to ensure they work for the number of days stipulated in their contract.
Your employees have already been credited with an incorrect amount. What should you do?
If a monthly or yearly credit has already been applied, you cannot cancel it. There are several solutions available to you.
- If only a few users are concerned, you can choose to correct the credits manually via Credit/debit > Manual adjustment > Individual adjustment.
- If a large number of users are concerned and they all require the same correction (e.g. removing 2 days from all users sharing the same leave entitlement profile), you can go to Credit/debit > Manual adjustment > Collective adjustment by filtering the population concerned.
What should I do if I have part-time employees? Reduced comp day package scenario
For part-time employees, Lucca Absences can automatically calculate the number of comp days to be accrued.
There are two methods that you can use:
- Calculation based on days not worked
- Calculation based on presence rate
Based on days not worked
This method is recommended as it is more accurate: it accounts for the exact number of public holidays that fall on a day not worked by the employee.
Example uses: Establishing the entitlements of a person on a reduced package where the absence days are fixedwhole numbers, and are known for the accrual period.
You will need to know:
- the relevant calendar: this gives you the number of days in the year
- the days off: linked to the calendar, this enables you to calculate the amount of days to deduct since they are not worked
- the exact number of absence days for the employees concerned: linked to the calendar and the days off, this enables you to calculate the number of public holidays that fall on business days that should also be counted.
- the number of days worked over the period (the value of the package)
- the number of leave days prorated: ensure that you give the correct prorated value so that the days are not counted twice (for example: for a reduced package at 80% whereby 25 non-prorated paid leave days are accrued, enter the value of 20)
Based on the presence rate
Example uses: Establishing the entitlement of a person on a reduced package where the absence days are notfixed over the accrual period(reduced package days varying from one week to the next, or not known). This method also makes it possible to set up a rest day accrual for an employee whose reduced package is defined by half-day or for one week in two.
You will need to know:
- the relevant calendar
- the days off
- the number of days worked over the period (the value of the package for a person on a full Package per day, i.e. not reduced)
- the number of non-prorated leave days
- the presence rate: this makes it possible to calculate the pro rata rest days to which a person on a reduced package is entitled compared to a person working full-time.
This method is less accurate than the preceding one since it produces a pro rata of the number of rest days compared to a full-time worker. It does not take into account how the public holidays fall in terms of the days off for the employee on a reduced package.
FAQs
I don’t know which value to enter in “Paid leave to be accrued” for reduced packages, how do I decide?
For a calculation based on days not worked, enter the number of prorated paid leave days even if the employee has accrued as much paid leave as a full-time worker.
For example: Charles is at 80%, he is entitled to 25 PLs (the paid leave days are therefore not prorated). In the settings of his package rule, reduced package with calculation based on days not worked, enter 20 days of paid leave (0.8 x 25).
For a calculation based on presence rate, enter the non-prorated number of leave days.
For example: Alice is at 80%, she is entitled to 25 PL. In the settings of her package rule, reduced package with calculation based on presence rate, enter 25 days of paid leave.
What formula should I use to calculate the number of package days?
The following formula should be used:
Number of days in the period - number of days off - number of accrued days of paid leave - number of remaining public holidays - value of the package
Would you like to help us improve the management of Package per day comp days?
Submit your ideas to the Product team on the Lucca products Portal.