Purpose Statement
This article explains how to assign and manage accrual profiles within an individual's personnel record in First Due. Properly configuring accrual profiles ensures that personnel accumulate leave balances according to their assigned profiles and employment dates.
Background Information
The Accruals tab within a personnel record allows administrators to assign accrual profiles to individual employees.
Accrual profiles are configured within the Scheduling module and determine how accruals are managed for personnel.
Important Information:
The Scheduling module is required to utilize the Accruals tab.
Accrual profiles should be assigned when an employee is hired to help prevent missed accruals.
An employee must have a Start Date or Accrual Start Date entered in their personnel details for accruals to function correctly.
If the Accrual Start Date is blank, First Due uses the employee's Start Date for accrual calculations.
Required Permissions
Users must have access to the Personnel module and the appropriate permissions to edit personnel records and manage accrual profile assignments.
The specific permission names and settings should be verified against your organization's First Due role configuration.
Module Requirement: The Scheduling module must be enabled to utilize accrual profiles.
Video
Step-by-Step Guide
Step 1: Navigate to the Personnel List
Select the First Due logo in the upper-left corner.
Select Personnel.
Select Personnel List.
Step 2: Open the Personnel Record
Locate the individual whose accrual profile needs to be updated.
Select the Pencil icon associated with their record to open the personnel editor.
Step 3: Access the Accruals Tab
Within the personnel record, navigate to the Accruals tab.
Review the individual's existing accrual profile information, if applicable.
Note: The Scheduling module must be enabled for accrual functionality to be available.
Step 4: Assign an Accrual Profile
Select Change Profile.
Choose the appropriate accrual profile for the individual.
Review the Start Date, which initially displays the current date.
Select the End Date field to open the calendar.
Use the month and year selections to navigate to the desired end date. These controls allow you to move further into the future without navigating month by month.
Select the appropriate end date.
Step 5: Save the Accrual Profile
Verify the selected accrual profile and dates.
Select Save.
Confirm that the accrual profile is associated with the individual's personnel record.
Step 6: Verify Personnel Accrual Dates
Within the individual's personnel record, navigate to their personnel details.
Locate the Start Date and Accrual Start Date fields.
Verify that at least one of these fields contains a valid date.
If an Accrual Start Date is specified, the system uses that date for accrual calculations.
If the Accrual Start Date is blank, the system defaults to the employee's Start Date.
Note: Use the available hover information within First Due to review additional guidance associated with the accrual date fields.
Best Practices
- Assign profiles during onboarding: Configure accrual profiles when an employee is hired rather than waiting until a later date.
- Plan for the employee's tenure: Build and assign accrual profiles that account for the employee's anticipated length of service.
- Verify employment dates: Ensure that the Start Date or Accrual Start Date is populated to support accurate accrual calculations.
- Review profile dates: Confirm that the appropriate start and end dates are selected before saving.
- Avoid missed accruals: Assigning profiles proactively reduces the risk of employees missing accruals because a profile was not configured.
- Use hover information: Review the informational tooltips associated with accrual settings when clarification is needed.
Troubleshooting & FAQs
Why can't I access or utilize the Accruals tab?
The Accruals tab requires the Scheduling module. If your organization does not have this module enabled, accrual functionality will not be available.
Why aren't accruals calculating for an employee?
Verify that the employee has an assigned accrual profile and that their personnel details contain a Start Date or Accrual Start Date. Both are important for proper accrual functionality.
What happens if the Accrual Start Date is blank?
First Due automatically uses the employee's Start Date for accrual calculations.
Can I select an accrual profile end date several years into the future?
Yes. When selecting the End Date, use the calendar's month and year controls to navigate further into the future.
When should accrual profiles be assigned?
It is recommended that accrual profiles be assigned when an employee is hired. This helps prevent missed accruals and reduces the need to return to the employee's record later.
Where are accrual profiles configured?
Accrual profiles are built within the Scheduling module before being assigned to individual personnel records.
What should I do if an employee does not have a Start Date?
Verify that an Accrual Start Date has been entered in their personnel details. At least one of these dates must be present for accruals to function correctly.