Purpose Statement

This article explains how to apply accrual profiles to individual personnel records within the First Due platform. Accrual profiles allow administrators to assign specific time off types and automatically accrue time based on predefined settings configured in the Scheduling Module, streamlining time off management and ensuring accurate tracking of employee benefits.

Background Information

Accrual profiles serve as templates that define how different types of time off (vacation, sick leave, personal days, etc.) are earned and allocated to personnel. These profiles are essential for maintaining consistent time off policies across the organization and automating the accrual process based on employment tenure, position, or other criteria. The system tracks both automatic accruals and manual adjustments, providing a complete audit trail for compliance and payroll purposes.

Required Permissions

Personnel Records

• Edit personnel
• Create personnel
• Delete personnel
• Read Own Personnel
  

Video

Step-by-Step Guide

Step 1: Access Personnel List

1. Navigate to Personnel > Personnel List from the main menu
   

Step 2: Select Personnel Record 

1. Locate the individual whose accrual profile needs adjustment
   
2. Click the Edit pencil icon next to their name
   

Step 3: Navigate to Accruals Section 

1. Click on the Accruals tab within the personnel record
   

Step 4: Add New Accrual Profile 

1. Select Change Profile to add a new accrual profile
   

1. Configure the following settings:
   
1. Profile: Select the appropriate profile from the dropdown menu
   
2. Start Date: Enter the effective start date for the profile
   
3. End Date: Enter the end date (leave blank if the profile has no expiration
   

1. Click Save to apply the changes
   

Step 5: Review Accrual Banks 

1. Verify that the profile appears in the system
   
2. Review the Accrual Bank information to confirm all time off types are properly displayed
   

Step 6: Adjust Individual Time Off Balances (Optional) 

1. Click the edit pencil next to any time off type to make manual adjustments
   

1. In the adjustment window:
   
1. Review the Current Amount of available time off
   
2. Enter a new amount if adjustments are needed
   
3. Add notes explaining the adjustment reason
   
2. Click Save to apply changes
   

Step 7: Review Accrual History 

1. Click View History to access the complete accrual record
   

1. Review both:
   
1. Manual-Based Adjustments (with revert capability using the arrow icon)
   
2. Time-Based Accruals (automatic system calculations)
   

Step 8: Revert Manual Adjustments (If Needed) 

1. Click the arrow icon next to any manual adjustment to revert changes
   
2. Confirm the reversion in the popup dialog by clicking Revert
   

Best Practices

• Proactive Profile Assignment: Add accrual profiles for the entire duration of an employee's tenure to avoid missed assignments and ensure continuous tracking
• Regular Auditing: Periodically review accrual balances and history to ensure accuracy and identify any discrepancies
• Documentation: Always include detailed notes when making manual adjustments to maintain a clear audit trail
• Start Date Accuracy: Ensure start dates align with employment dates, position changes, or policy effective dates
• Profile Consistency: Use standardized accrual profiles across similar positions to maintain policy consistency

Troubleshooting & FAQs

Q: What happens if I don't set an end date for an accrual profile? A: The profile will remain active indefinitely until manually changed or updated. This is recommended for standard employment profiles.

Q: Can I apply multiple accrual profiles to one person? A: Yes, you can assign different profiles for different time periods, but only one profile can be active at any given time.

Q: How do I correct an incorrect manual adjustment? A: Use the arrow icon in the View History section to revert manual adjustments back to their previous state.

Q: Why don't I see any accrual banks after applying a profile? A: Verify that the selected accrual profile has been properly configured with time off types in the Scheduling Module setup.

Q: Can field personnel view their own accrual balances? A: Yes, they can view this information on the Scheduling Dashboard.