Before starting
The accrual via rules manages consecutive contracts. For the accrual calculation to be correct, the employees' HR files should be completed on schedule. On schedule means:
- The contract start date is entered before the employee joins the company.
- The contract end date is entered as soon as it is known at the company,
- The accrual profile, calendar, occupation category and establishment are correct from the start to the end of the contract.
My employee joined us during the year, what do I do?
For all the following recommendations, we consider the HR file to be up to date when the employee joins the company. This means that the contract start date, establishment, calendar and accrual profile are correctly filled in on the first day of work.
For monthly accruals
If the employee is subject to monthly accrual at end of period, he/she accrues the entitlements for the month of arrival at the same time as all employees, i.e. at the end of the month. The amount accrued is calculated as a pro rata of their presence rate over the month.
If the employee is subject to monthly accrual at start of period, he/she has "missed" the credit allocation time, and the rule will need to be run again for the month of arrival. If the employee does not appear in the list of people to be credited during the rule re-run, check whether he/she has not already been credited before contacting the help desk: if you filled in the HR file before the start of the arrival month, he/she will already have been credited.
In both cases (credit at start of month or credit during a rule re-run), the accrual amount is calculated as a pro rata of his/her presence rate over the month.
For example: Paul joins the company on July 17:
- The accruals for July have already been executed. I enter the contract start date, I go to the "Accrual" module and I re-run the rule. Paul will be credited as a pro rata of his attendance from July 17 to 31.
- The July accruals have yet to be executed. I enter his contract start date if this has not yet been done, and that is it. Paul will be credited as a pro rata of his attendance from July 17 to 31 at the end of the month at the same time as his colleagues.*
For yearly accruals
Yearly accruals usually occur at the start of the period, and so only this case is explained here.
If the employee can wait for the end of his/her arrival month in the company to obtain the leave days, he/she will be automatically credited at the end of the month by the relevant rules. Indeed, the accrual engine provides for an automatic triggering of the annual rules every month, at the end of the month, to ensure that people joining the company during an accrual period are credited.
If the employee cannot wait for the end of his/her arrival month to obtain the leave days, as is the case in Switzerland for example, the credit will have to be triggered manually on the day the employee joins the company. To do this:
- Go to the "Actions to be taken" module in the Accrual adjustments for arrivals/departures block in the lines concerning the new employee. There is one line per account to be credited. This option is recommended to manage the arrival of a small number of employees.
- Go to the "Accrual" module by launching catch-up for the rules concerning the new employee. This option is recommended to manage the arrival of several employees with the same entitlements since launching the rule will credit all of the employees concerned.
In all cases, the accrual amount is calculated as a pro rata of the presence rate over the year.
For example (for an accrual by calendar year): Paul joined the company on July 17:
- Paul can wait until July 31 to receive his leave. I do nothing. Paul will be credited as a pro rata of his attendance from July 17 to December 31 on July 31.
- Paul should receive his leave on July 17, I go to "Actions to be taken" on the day he joins the company and I trigger the credit for his leave. Paul will be credited as a pro rata of his attendance from July 17 to December 31 immediately.*
My employee left the company during the year, what do I do?
For all the following recommendations, we consider the HR file to be up to date on the day the employee leaves the company. This means that the contract end date has been entered.
For monthly accruals
If the employee is subject to monthly accrual at end of period and you execute an Employee settlement by using the dedicated module on Timmi Absences, the employee is credited for the accrual in the departure month by the Employee settlement. This is the recommended option.
If the employee is subject to monthly accrual at end of period but you execute an Employee settlement without using the dedicated module on Timmi Absences, you will have to launch the rule manually for this employee on the day of departure from the "Accrual" module.
If the employee is subject to monthly accrual at start of period, the accrual has already occurred for the departing employee. You then have two options:
- If you use the Timmi Absences Employee settlement module, the potential accrual adjustment if the employee has received too much leave will occur at the time of the Employee settlement.
- If you are not using the Employee settlement module in Timmi Absences and the contract end date was not entered at the start of the departure month in the employee's HR file, you will have to manually re-run the rules concerning the employee so that the accrual is adjusted because he/she has received an accrual for a complete month.
The amount accrued is calculated as a pro rata of the presence rate over the month.
For yearly accruals
Yearly accruals usually occur at the start of the period, and so only this case is explained here.
If the employee is subject to yearly accrual, he/she has received a credit corresponding to an attendance for an entire year. You then have two options:
- The contract end date is entered in the employee's HR file before the month of their departure (this is generally the case). The surplus leave allocated is adjusted automatically at the end of the month of the contract end date, as entered in the HR file.
- The contract end date is entered in the HR file during the employee's departure month. The adjustment will occur at the time of the Employee settlement in Timmi Absences.
The adjustment can also be done manually, either from the "Actions to be taken" module for the lines concerning the employee, or from the "Accrual" module by launching a catch-up of the rules concerning the employee.
The amount accrued is calculated as a pro rata of the presence rate over the year.
*For example (for an accrual by calendar year): Paul left the company on July 17:
- Paul's departure date was entered before June 30 in his HR file, there are no actions to take, his accrual has already been adjusted. Paul was debited the prorated excess leave corresponding to the period from July 18 to December 31.
- Paul's departure date was not entered before June 30 in his HR file. Once I have entered the contract end date, I go to "Actions to be taken" and I trigger the adjustment of his accrual. Paul is immediately debited the prorated excess leave corresponding to the period from July 18 to December 31.
FAQs
I can't find my employee in the "Employee arrival/departure" block, why is this?
Is your employee subject to yearly accrual? This is the only case where employees are listed in the block. An employee on monthly accrual therefore will not appear, and this is not a bug.
Is your employee's HR file complete? To find out, go to the "Profiles to be completed" block in the "Actions to be taken" module. If your employee's HR file is incomplete, he/she will not be credited.