Update Accruals for an Employee's Time Off Policy
Purpose: This help guide will show you how you can refresh the accruals for a time off policy for one employee or multiple employees at once. You can do this when there is a change to a policy that needs to apply retroactively for an employee. If you need to refresh accruals for all of your employees, it is best to test this ability first with one employee to make sure you have updated the policy correctly.
Refresh a policy for one employee
Please keep the following in mind:
- Once you have finished these steps, it rewrites the history for an employee under the specific time off category. The current history replaces with the new accrual history based on the changes made to the policy settings. This change goes into effect starting on the accrual start date you have selected.
- It is important to remember that a refresh only replaces the accrual history (e.g., applied accruals, carryover lines of history, and lines of history stating the policy assignment.) It does NOT remove time off requests, balance adjustments, or opening balances. The history of these items will remain.
If you need to edit a current policy, go to Time Off in Settings. Select the policy that needs changing from the center column and click Edit Policy. Once you have made the necessary edits, determine when the policy changes should go into effect (today, on a future date, on a past date, or override all versions of the policy), and then save the policy.
If you need help with the policy setup, click here.
Once your policy has been edited, you can assign the updated policy to your employee. If you need to do this for multiple employees, please follow the steps outlined below.
To assign the policy to one employee, go to their profile on the Time Off tab and click Add Time Off Policy. In the modal that appears you can determine when the policy will take affect for that employee. Make sure to select Save for your changes to apply.
If you need further assistance with assigning the policy, click here.
Refresh a policy for all employees
When you change a time off policy and need the change to retroactively apply to all employees assigned to the policy, follow the steps below to refresh and apply the change.
Please keep the following in mind:
- By following these steps, you have the capability to rewrite the history for an employee under the specific time off category. The current history may replace the new accrual history based on the changes made to the policy settings. This change goes into effect starting on the accrual start date you have selected.
- It is important to remember that a refresh only replaces the accrual history (e.g., applied accruals, carryover lines of history, and lines of history stating the policy assignment.) It does NOT remove time off requests, balance adjustments, or opening balances. The history of these items will remain.
If you need to edit a current policy, go to Time Off in Settings. Select the policy that needs changing from the center column and click Edit Policy. Once you have made the necessary edits, continue to Step 2.
If you need help with the policy setup, click here.
There are four options to choose between when scheduling your policy edits:
- Today: Use this option when you would like the changes to apply immediately and for all future accruals.
- Future Date: Use this option if your current policy settings need to stay active until a future date. Your policy changes will automatically update on the future date you select.
- Past Date: Use this option if your employee's balances are not currently correct and need to be backdated to a previous date. Note that any manual updates that you may have made to their balances will not be erased.
- Override all versions: Use this option if you need to rewrite the entire history of this policy. Please use this option carefully as it will backdate accruals to the day you created the policy.
Review the Summary tab to ensure that your policy changes are correct and will go into effect on your desired date.
You may see a different message below your changes depending on what you selected during the scheduling step.
Need a bit more help with retroactively updating accruals? Check out this video!