Accrual Transfer Request
The self-service Accrual Transfer Request workflow offers employees the opportunity to request transfers of unused accruals — such as vacation, RTT, or overtime — into a designated time-savings account. This the workflow is designed to support France Compte Épargne Temps (CET) compliance requirements; yet it is fully configurable and can be adapted to meet global organization-specific or regional policies.
Administrators control eligibility through configurable decision table rules, allowing definition of parameters such as:
- Allowed source and target accrual types
- Annual, total, and rolling transfer limits
- Employee age restrictions
- Source accrual balance thresholds
- Contribution windows
The workflow includes automated hours-to-days conversion logic, which leverages employee-specific daily hours. It supports full-day and half-day conversion rules while preserving any remaining balances.
Administrators can configure a multi-level approval process with up to five levels and a maximum of 20 reviewers per level. Eligibility is reevaluated at each approval step and after final approval to ensure compliance with defined rules.
Employees may cancel (retract) their own payout requests provided that the review process has not yet completed.
Additional configuration options include:
- Audit tracking through reference paycodes and comments, providing visibility into rule evaluation outcomes
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Automatic accrual balance updates upon request completion
How it works
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An employee initiates the accrual transfer request.
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The system validates the employee's eligibility based on the administrator-configured AccrualConfig Decision Table.
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If eligible, the transfer request form opens from which the employee submits the request for review.
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Comprehensive validation logic is applied, including checks for annual, total (lifetime), rolling limits, age criteria, and accrual-specific limits.
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A request that meets validation criteria (fully or partially) triggers a multi-level approval workflow.
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Eligibility is reevaluated at each approval step to ensure continued compliance.
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Upon final approval, eligibility is reevaluated. If the request remains compliant, accrual balances are updated accordingly.
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A reference paycode, along with a comment containing transfer audit details, is recorded in the employee's timecard.
Accrual conversion requirements
When transferring accruals between different unit types, the system applies the following conversion logic:
- For transfers from hours-based accruals to day-based accruals:
- The system uses the employee’s Daily Working Hours, if available.
- If not available, the system defaults to the working hours defined in the AccrualConfig Decision Table.
Accrual transfer scenarios and unit compatibility rules
In the France CET implementation, the target accrual type is typically defined in days. However, to support global and flexible implementations, the system also allows hours-based accruals to be configured as the target through the AccrualConfig Decision Table.
The system supports the following transfer scenarios based on the unit types of the source (From) and target (To) accruals:
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Hours → Days
- If a corresponding row exists in the Rule Validation Decision Table, all configured validation rules are applied to the transfer amount.
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Days → Days
- If a corresponding row exists in the Rule Validation Decision Table, all configured validation rules are applied to the transfer amount.
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Days → Hours
- If no row is configured in the Rule Validation Decision Table:
- Half-day transfers are not allowed (default = No).
- Only full-day transfers are permitted.
- If a row is configured:
- Only the Half Day Rule is evaluated:
- Yes → Half-day transfers are allowed
- No → Only full-day transfers are allowed
- Only the Half Day Rule is evaluated:
- If no row is configured in the Rule Validation Decision Table:
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Hours → Hours
- If no row is configured in the Rule Validation Decision Table:
- Half-day transfers are not allowed (default = No).
- Only full-day transfers are permitted.
- If a row is configured:
- Only the Half Day Rule is evaluated:
- Yes → Half-day transfers are allowed
- No → Only full-day transfers are allowed
- Only the Half Day Rule is evaluated:
- If no row is configured in the Rule Validation Decision Table:
- Full validation rules apply only to Days-based target scenarios (Hours → Days, Days → Days).
- For Hours-based target scenarios, only the Half Day Rule is considered, regardless of other configured rules.
- If no validation rule is defined, the system defaults to disallowing half-day transfers.
Hours-to-Days Conversion in CET
In CET, the Time Savings Account is maintained in days. When employees transfer from an hours-based accrual, the system automatically converts hours into their day equivalent using the following formula:
CET Days = Requested Hours ÷ Daily Working Hours
- Maintains CET consistency (day-based balances)
- Prevents rounding errors
- Eliminates the need for manual calculations by employees
- Preserves any remaining balance in the source accrual
The following examples illustrate how overtime hours are converted into CET days under different scenarios:
Full-Day Conversion
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Employee's daily working hours: 7
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Overtime balance: 14 hours
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Transfer request: 14 hours
Calculation:
14 ÷ 7 = 2 days
Result:
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2.0 days are transferred to the Time Savings Account
Partial-Day Conversion (Half-Day Allowed)
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Half Day Contribution Allowed: Yes
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Employee's daily working hours: 7
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Overtime balance: 20 hours
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Transfer request: 20 hours
Calculation:
20 ÷ 7 = 2.857 days
Result:
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2.5 days are transferred to the Time Savings Account
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2.5 hours remain in the overtime balance
Partial-Day Conversion (Half-Day Not Allowed)
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Half Day Contribution Allowed: No
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Employee's daily working hours: 7
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Overtime balance: 20 hours
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Transfer request: 20 hours
Calculation:
20 ÷ 7 = 2.857 days
Result:
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2 days are transferred to the Time Savings Account
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6 hours remain in the overtime balance
Insufficient Balance Scenario
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Employee's daily working hours: 8
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Overtime balance: 7 hours
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Transfer request: 10 hours
Result:
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The request is rejected due to insufficient balance
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The system displays an error message to the employee
Considerations and limitations
Money-type accrual codes are excluded by the process.
Required employee data must be assigned:
Birthdate (required for Minimum Age validation, if applicable)
Accrual Profile
Approvers and reviewers (including Symbolic Purpose and Reviewer List)
Daily working hours in Scheduler
Key benefits:
- Ensures compliance with configured rules and limits
- Prevents invalid or excess transfers
- Provides automatic adjustments to maximize allowable transfers
- Maintains transparency through clear system feedback and audit tracking
Summary of System Behavior:
- Requests with valid inputs and sufficient balance proceed through approval and are fully processed
- Requests with insufficient balance are blocked before submission
- Requests exceeding configured limits are automatically adjusted to allowable values
Before you start
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Accrual codes: Create both the From and To accrual codes (Hours and Day types) that should be available for transfer requests.
Only accrual codes that are configured with Allow Manual Edits will be visible and selectable in the transfer request form.
See the Accrual codes topic.
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Accrual policies: Create accrual policies using the configured accrual codes, ensuring that all accrual codes intended for transfer are included in the policy — both the Transfer From and Transfer To accrual codes — so they are properly associated with the employee’s accrual profile and available for the transfer process.
See the Accrual policies topic.
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Accrual profiles: Add the accrual policies to an accrual profile and assign the profile to the employee in People Information or the employment term.
See the Accrual profiles topic.
Caution: Any Accrual Policy that is used by the Accrual Transfer Request extension must be set as Visible in the Accrual Profile. - (Optional) Paycode: You can create paycodes that are added in the Timecard as reminders of the accrual transfer. Do not configure these paycodes as takings in the accrual policy; this ensures that these paycodes do not affect processing of accruals.
See the Paycode definition topic.
- Comment: Configure a comment that the workflow adds to the paycode entry on the employee's Timecard. This comment includes the accrual transfer details (from/to accrual codes, transferred amount, request date, and any reviewer notes) so the transaction is fully auditable. Select the paycodes category during configuration.
See the Comments topic.
- Symbolic purposes: create a Reviewer Override type symbolic purpose. People Information uses this purpose to link to the reviewers list.
See the Symbolic Purposes topic.
- Reviewer lists: Create a reviewer list. Select Leave Administrator, Attendance Administrator, Manager, or a named user to act as the administrator.
See the Reviewer Lists topic.
Note:- Configure no more than 5 review steps and no more than 20 reviewers at each step.
- Do not repeat the same reviewer on multiple steps.
- Assign the Reviewer List to the employee in People Information under .
- (Optional) Workflow notifications: Create generic workflow notifications that are sent to the manager and employee upon accrual transfer request and approval.
Select Recipient List will be supplied at runtime, Send to employee, and Do not suppress duplicates during configuration.
In Subject, Long Message , and Control Center Fields, the following tags can be used as placeholders to dynamically populate message details:
<
status>, <message>, <employee>, <requestDate>, <fromAccrCode>, <toAccrCode>, <requestedAmount>, <amountType>, <eligibleAmount>, <amountInDays>, <userComment>.See the Configure Notifications for Business Processes topic.
Note: Control Center notification mapping is not required for these workflow notifications, as they are sent as system messages. However, system messages must be enabled in the Control Center profiles assigned to employees and managers. - Notification Tags: Refer to the Tag Names table for the list of predefined notification tags that dynamically populate transfer-related details in workflow notifications and messages. Each tag displays based on the user's assigned locale policy.
Tag Names
Tag name Description < employee>Employee full name and person number. < requestDate>Accrual transfer request date. < fromAccrCode>"From" accrual code. < toAccrCode>"To" accrual code. < requestedAmount>Accrual transfer requested amount. < eligibleAmount>Eligible amount of the accrual transfer. < amountInDays>"From" accrual code type. < userComment>Employee's request reason or comment. < status>Accrual transfer status. Potential values include: Approved — The request has been successfully approved.
Refused — The request has been refused by a reviewer.
Failed — The request was approved by a reviewer, but failed to complete successfully due to an error.
Canceled — The request was canceled by the employee.
< message>The message specific to the accrual transfer status. Potential values include: Approved requests — Displays the last reviewer's comment, or the default approval comment configured in the Locale table if no comment is provided.
Refusal requests — Displays the last reviewer's refusal comment, or the default refusal comment configured in the Locale table if no comment is provided.
Failed requests — Displays either the API error message or the validation error message configured in the Locale table.
Canceled requests — Displays the person number and full name of the employee who canceled the request.
Deploy the Accrual Transfer Request business process model
Deploy the Business Process Model to install and make it available for use.
- Migrate the Accrual Transfer Request process model to the customer tenant using Setup Data Manager (SDM).
- Log in to the appropriate tenant.
- Go to .
- Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
- Click Tap Review and Publish. The Publish Summary panel appears.
- Click Tap Review and Publish. The Publish Summary panel appears.
- Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
- Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
- To view details, click tap the appropriate row and click tap View Selected.
- On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.
- Deploy the business process modelNote: Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.
Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models .
Configure the Accrual Transfer Request decision tables
- Values entered in the decision tables are case-sensitive, and must match configured values in the application.
- Do not remove variables, variable names, or variable types from any decision table.
User experience
Accrual Transfer Workflow – End-to-End User Experience
The accrual transfer workflow enables employees to request the transfer of unused accruals while ensuring compliance through automated validations and a structured approval process.
1. Request Initiation (Employee)An employee initiates an accrual transfer request from the Business Process tile.
The system performs initial eligibility checks, including:
- Employment terms
- Pay rule
- Accrual profile
- Contribution window validity
- Eligible From and To accrual types
If the criteria are met, the transfer form is displayed with available accrual options.
The employee:
- Selects the From and To accrual types
- Enters the transfer amount
- Provides supporting comments
- Proceeds to the next step
The system evaluates the request against configured rules, including:
- Annual and total (lifetime) contribution limits
- Rolling validation limits
- Minimum age requirements
- Half-day contribution eligibility
- Source accrual limits
If all validations are satisfied, the requested amount is accepted without adjustment.
The employee can review:
- Request summary
- Requested and allowed amounts
- Assigned reviewers
Once submitted, the request is routed through the configured multi-level approval workflow.
During the approval process:
- Reviewers evaluate the request and may approve or reject it with comments
- The system reevaluates validation rules at each approval step
- Notifications are sent to employees and reviewers after each action (configurable)
If any reviewer rejects the request:
- The workflow ends
- The employee receives a refusal notification
If the request receives final approval:
- Eligibility is reevaluated. If the request remains compliant,
- The approved amount is deducted from the source accrual
- The amount is credited to the target accrual (for example, CET Time Savings Account)
The system creates a reference paycode entry in the employee's timecard to record the transaction.
This entry provides a summary of the transfer, including:
- Source and target accrual types
- Requested and approved amounts
- Converted amount (in days, if applicable)
- Employee and reviewer comments
- The employee can monitor the request status throughout the approval process
- The request can be retracted (canceled) at any time before final approval using the Control Center task
Accrual Transfer Workflow – All Scenarios
The accrual transfer workflow supports multiple outcomes based on validation results and available balances. The following scenarios illustrate how the system responds under different conditions.
Successful Transfer (Sufficient Balance)
When all eligibility and validation criteria are met, the requested amount is approved and processed.
Example:
- Source accrual: Vacation Days
- Requested amount: 2.0 days
Result:
- The request is approved and routed for workflow approval
- Upon final approval:
- The approved amount is deducted from the source accrual
- The amount is credited to the target accrual (CET Time Savings Account)
- A reference paycode entry is created for audit purposes
Insufficient Balance
If the source accrual does not have enough balance, the system prevents the request from being submitted.
Example:
- Source accrual (Overtime Hours): 7.0 hours
- Target accrual (CET Time Savings Account): 55.5 days
- Requested amount: 10.0 hours
Result:
- The request is not allowed
- The employee is notified of insufficient balance
Smart Adjustment
If the requested amount exceeds allowable limits (but sufficient balance exists), the system automatically adjusts the transfer to the maximum permitted amount.
Example:
- Source accrual (Overtime Hours): 14.0 hours
- Target accrual (CET Time Savings Account): 55.5 days
- Requested amount: 14.0 hours
- Daily working hours: 8
Result:
- Allowed amount is adjusted to 12.0 hours (1.5 days)
- Updated CET balance: 57.0 days
- Remaining overtime balance: 2.0 hours
APIs
|
Name |
Resource path |
Type |
Description |
|---|---|---|---|
| Retrieve User Preferences for Current User | /v1/commons/user_preferences/locale_policy?userCurrent=true | GET | Returns user preferences to the current user or tenant. locale policies. |
| Retrieve User Preferences for Tenant | /v1/commons/user_preferences/locale_ policy?tenantDefault=true | GET | Returns user preferences to the current user or tenant. |
Retrieve Employee Data | /v1/commons/data/multi_read | POST | Retrieves employee details. |
| Retrieve Employee Reviewers Data | /v1/commons/persons/extensions/multi_read | POST | Returns person records which includes reviewers list and symbolic purpose. |
| Retrieve Display Profile For Hours Format Handling | /v1/commons/display_profiles/<empDisplayProfileId> | GET | Returns the display preferences of employee for handling hour format. |
Retrieve Tenant Accrual Codes | /v2/timekeeping/setup/accrual_codes | GET | Retrieves all the tenant accrual code in default and also in other languages. |
| Retrieve Accrual Summary/Transactions | /v1/timekeeping/timecard_metrics/multi_read | POST | Retrieves the Accrual summary which includes grants, balance, types and other details. |
| Retrieve Reviewer List Steps | /v1/commons/reviewer_lists?name="+encodeURI(reviewerListName) | GET | Retrieves reviewer list steps. |
| Retrieve Reviewers on each step | /v1/commons/reviewer_lists/reviewers/apply_read | POST | Retrieves all the reviewers present on each step. |
| Retrieve Comments | /v1/commons/comments | GET | Retrieves comments added to timecard. |
| Retrieve Paycodes | /v1/timekeeping/setup/pay_codes | GET | Retrieves paycodes and corresponding details. |
| Add Paycode Edits | /v1/timekeeping/timecard | POST | Adds the paycode with comments to the timesheet. |
| Retrieve Timecard paycode edits | /v1/timekeeping/timecard/multi_read | POST | Retrieves timecard paycode edits. |
| Updates Accrual Balances | /v1/timekeeping/accruals/updates | POST | Updates accrual balances. |
Version history
|
Version |
Description |
|---|---|
|
1 |
Initial release. |
