Leave Accrual Overview
(Doc ID 607030.1)
Last updated on SEPTEMBER 09, 2019
Applies to:PeopleSoft Enterprise HCM Human Resources - Version 8.8 SP1 and later
Information in this document applies to any platform.
How leave accrual is updated:
Earning codes are used within Payroll to identify hours taken and vacation hours bought or sold. The payroll confirm process updates balances in the table PS_Leave_Accrual as unprocessed. When the leave accrual process is run, it will select those employees with an active enrollment for the Leave Plan being processed, accrue leave hour awards for the employee based upon the Leave Plan attributes, update balances using the award and unprocessed hours data and insert a new PS_Leave_Accrual row with the updated balances.
If there are no unprocessed hours and no hours to award, the current Leave Accrual row will be updated using the Accrual Process Date with no changes, unless Time and Labor is checked on the Installation table whereby there will be a new row inserted with the same data and the new Accrual Process date.
When setting up a Leave Plan, you can have time accumulate to the employee in three ways:
1) Using the service rate values that will use either hours from Payroll or the Benefits Service Date on the Job Data, Employment Dates page. This would be the standard year-in, year out accumulation - you've been here 60 months, you earn 16 hours every month or an amount per service hour.
2) Special bonus awards are awarded once to an employee on the first accrual run after the Service Interval is met.
3) First year awards by month for annual leave awards.
Vacation buy and sell days are not accrued, but the entire amount is loaded by Payroll confirm and added into the employee's balance. It is simply added to either the vacation bucket or the employee's pay. It is taxed at the time it is taken as vacation, or at the time that it is sold and added to a check.
Pay run dates, leave accrual run dates and leave accrual plan rate change dates must be checked and synchronized to ensure the records update as expected. If a change in a plan or plan rate occurs after the leave accrual is run, the change (increase or decrease) will be missed.
The Calculate Periodic Accrual process must be run with an Accrual Process date of at least once per Award Frequency as specified on the Leave Plan Table or the process will error: More than one accrual period before the proposed process date.
Currently, the only delivered ways to accrue vacation is by service months or by service hours (also calculated and updated by Payroll).
Note on Bonus Awards: The process looks for eligibility for employees from the last time the Leave Accrual process was run for the Plan Type. In other words, it would use the Accrual Process Date and compare to the employee's LEAVE_ACCRUAL table to identify when it was last run for this employee and award Hours or Bonus Hours if the process sees a new award eligibility. If an existing employee was associated to a Leave Plan with no Bonus hours and then transferred to a Leave Plan with Bonus hours for the same Plan Type, the employee would only be eligible for a Bonus award if they gained eligibility since the last time the Leave Accrual process was run for the Plan Type. If an existing employee was not enrolled in a Leave Plan Type and then enrolled, the process would then see the employee as eligible for all Bonus award levels they were not previously awarded based upon their Benefits Service Date.
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