Background information

This module allows you to apply accrual regularisation rules to annual leave and RTT based on absences not considered actual working time, such as illness.

The accrual regularisation module allows you to create and save rules, which you can be applied monthly or at regular intervals. You can access this module by going to Credit/debit > Adjust > Accrual regularization

These rules can be activated automatically, meaning they are applied every month after monthly leave credits.

This article covers the following points:

 

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Adding an accrual regularisation rule

To save a rule, you need to name it and then select the individual criteria.

First, you need to create an account list with the types of leaves that result in regularisation (see the help page), so you can select it in the Leaves that have an impact on accruals field.

You can choose whether the rule is automatic or activated manually. An automated rule is invoked every month after entitlements are credited. You can also manually activate an automated rule.

The calculation period for regularisation may be linked with the account’s accrual period (from the start of the accrual period to the date the rule is activated). This is the recommended period for automation.

You can also set a custom period, which is recommended for manual activation. In this case, you can choose the calculation period each time you activate the rule.

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Calculating regularisation

Before calculating a rule, the dates determining what period the regularisation will cover are the only elements you can edit (unless you chose the relative period ‘From the start of the accrual period’). To change any other criteria, you must click on ‘Edit rule’.

To begin calculation, click on Calculate. A table shows the list of employees with the number of days to credit or debit. You can always change the calculated values before confirming.

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Regularisation calculations in detail

When you click on an employee’s row, details appear explaining: the number of days absent, accruals and adjustments that were already made.

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Creating your own calculation rule

You can write a specific rule using certain variables accessible from the calculator. For more information, skip to point 4. Other rule.

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The different calculation methods

1. Prorata

Figgo calculates the employees’ actual attendance rates compared to their theoretical business days, then reduces accruals proportionally.

If you use this calculation method, make sure to:

  • Always match the start of the absence reference period (from field) with the start of the accrual period for the account being adjusted. This way, Figgo can consider corrections and lateness over the course of successive adjustments.
  • Always match the end of the absence reference period (to field) with the end of the month for which monthly accounting entries were posted. Figgo uses entitlements that were actually credited to calculate their proportion.

You can also use the relative period ‘From the start of the accrual period’.

The calculated accruals do not take into consideration accounting entries posted via the transfer of leave balances, accrual regularisation and miscellaneous transactions modules.

2. Threshold effect

After a certain number of days absent corresponding to an allowance, Figgo reduces the accruals by X for each block of Y days off.

If you use this calculation method, make sure to:

  • Use the filters to select a population actually accruing entitlements on the account being adjusted. Otherwise, Figgo will debit the days on counters that initially have a 0 balance.
  • Always match the start of the absence reference period (from field) with the start of the accrual period for the account being adjusted. This way, Figgo can correctly add up days and consider corrections and late absences over the course of successive adjustments.

3. Weekly calculation

Figgo reduces the accruals by X for each incomplete week.

If you use this calculation method, make sure to:

  • Use the filters to select a population actually accruing entitlements on the account being adjusted. Otherwise, Figgo will debit the days on counters that initially have a 0 balance.
  • Select a reference period for absences representing full weeks, from a Monday to a Sunday, always going from the first Monday of the acquisition period for the account being adjusted, so that Figgo can take into consideration corrections and late absences.

4. Other rule

This module’s ‘Other rule’ option allows you to use variables to calculate a regularisation rule different from prorata, threshold effect or calculated weekly.

The available variables are:

  • [A] (Accruals earned): the total of accruals on a counter except the Employee settlement, Adjust and Miscellaneous Transactions modules
  • [JO] (Number of business days): number of business days in relation to the user’s personal calendar, in other words, taking into consideration public holidays, part-time days, schedule arrangements and their schedule customisations
  • [JA] (Number of days off on a business day): number of days of leave on business days without considering leave submitted on a day defined as a non-business day via schedule arrangements when these have no impact on the schedule when making a request
  • [JC] (Number of calendar days): number of days in the period defined by dates from DD/MM/YYYY to DD/MM/YYYY
  • [JA_CAL] (Number of days off on a holiday): number of days off on a holiday, i.e. calendar-based absences
  • [NB_JA_OUVRE]: number of days off on a business day without considering the user’s schedule arrangements
  • [Re] (Last regularization): the total of regularisations already carried out on the account during the period

You can use the following mathematical operators: - (to subtract), * (to multiply), / (to divide). The + operator does not work

Some examples:

  • 2.08 days are accrued every 28-calendar day period: ([JC] - [NB_JA_OUVRE] - [JA_CAL]) / 28 * 2.08
  • 30 min RTT per day worked: ([JO] - [JA_OUV]) * 0.5 / 7
  • prorating accruals: ([JO] - [JA_OUV])/[JO] * [A]
  • 48 weeks of actual work allocate all entitlements despite regularisations already made:

    if(([JO] - [JA]) >= 240){[A]} else{[A] - [Re]}

Advanced rules that cannot be configured in Figgo

Certain calculations on accruals cannot be configured in Figgo, particularly if they bring seniority, hourly rates or other contractual information into play that was not entered into Figgo.

If your payroll system allows you to manage accrual more precisely, you can import the payroll accrual into Figgo using the compare with payroll module.

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