How Do Max Accruals Work In TribeHR?

If you have the permissions to Modify the Leave Types, you have the ability to add accrual caps to your default and custom leave types. The addition of Max Accruals in TribeHR has added new options to some existing features.

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Setting Up Max Accruals for a Leave Type

  • To set up Max Accruals for a leave type, click Administration gear and navigate to the Employees section.
  • Once in the Employees section, click on the Types of Time Off tab
  • To edit a Type of Time Off that you have already created, click on its name which is highlighted in blue.

  • You will now see checkboxes to enable Carry Over Limit or Max Accruals.
  • Click the checkbox to enable Max Accruals (Note: Carry Over and Max Accruals work best when used separately, we suggest use of the one that best aligns with your HR policies).
  • This will bring up the max accruals options.
  • Using the radio buttons, select your max accrual limits in Days or as a Multiplier.
  • If you select Days put in the default number of days that you wish for your employee's time off to cap out at. For example; if you enter 20 days, your employee's accruals will automatically adjust if they hit this cap.
  • If you select Multiplier put in the multiplier that corresponds to your HR policy. For example; if you enter 1.5, and your employee's annual allotment is 10 days, once they hit 15 days your employee's accruals will automatically adjust so they will not accrue over the maximum amount.

  • Click Save Type of Time Off to save your changes.

Setting up Max Accruals for an Individual Employee 

  • Once you have set up Max Accruals within the Type of Time Off screen, you will have to change it for your existing employees.
  • To change the Max Accrual for a single employee, navigate to their employee file and click to expand the Time Off Section, click on the tab for the type of time off that you wish to edit.
  • Click on the number of days highlighted in blue beside Annually Allowed; this will bring you to the Edit Allocation screen.

  • Using the radio buttons, select if you are using Days or Multiplier for your Max Accruals cap. (Use the same type that you selected when setting up the Type of Time Off), and type in either the days or multiplier that you are using in the corresponding box.
  • Click Update to save the changes.

Setting Up Max Accruals for Multiple Employees

  • If you are changing the Max Accrual for a number of employees navigate to Reports and click on Annual Time Off Allocations.
  • This will bring up a list the annual time off allocations for everyone in your company.

  • To edit the time off allocations click on the highlighted blue number that corresponds to the type of time off that you wish to edit for the specific employee; this will bring you to the Edit Allocation screen.

  • Using the radio buttons, select if you are using Days or Multiplier for your Max Accruals cap. (Use the same type that you selected when setting up the Type of Time Off), and type in either the days or multiplier that you are using in the corresponding box.
  • Click Update to save the changes. Repeat this process for the employee's that you wish to change.

Setting Up Max Accruals for A New Employee

  • When adding a new employee using the Employee Wizard you can now specify their max accrual.
  • While you are navigating through the Employee Wizard, you can edit vacation allotment in section called: 2) Account Details.
  • Using the drop downs expand the Type of Time Off you wish to edit for your new employee.

  • For the types that you have enabled Max Accruals you will now see max accrual options, these options will be auto-filled based on the selections you have made while setting up that Type of Time Off.

  • Continue through the Employee Wizard to add your new employee to TribeHR.

Changes To Employee Time Off Transactions Ledger

  • When you navigate to the Employee Time Off Transactions Ledger, which is accessed by going to an employee file and opening up the Time Off Section, you may notice some changes. 
  • When an employee hits their Max Accrual cap, future accruals in TribeHR will automatically adjust, so this Max Accrual Cap is not surpassed. (Note: If you reward employees with days over this cap, it will not be debited from the employee's amount of time off).
  • When this Max Accrual Cap is hit, the Currently Available Balance reflects all the time earned if an employee took time off before they hit their Max Accrual Cap in the future. 
  • Also, when Employees now book time off, it will appear in the time off transactions ledger, where it is to be taken. For example, if an employee books June 10-12 off on May 6, it will appear on June 10 in the time off transactions ledger.

Still have questions about max accruals? Submit a help request and the TribeHR support team will be happy to help!

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