Accrual Payout Request

When tracking two accrual types for the same entitlement, you must ensure that:

• The employee's base wage assignment exceeds zero.
• Each accrual has equivalent balances and configurations with respect to grants, limits, and policies.

You can set accrual code payout boundaries using:

• Eligibility threshold.
• Minimum payout.
• Maximum payout.

Before you start

You must configure the following:

1. Accrual codes:

   See the Accrual codes topic.

   1. Select Main Menu  > Administration > Application Setup > Accruals > Accrual Codes.
   2. Click Tap New to create the following types of accrual codes:
      • Hours
      • Day
      • Money
   3. If Allow Manual Edits is selected, only the corresponding accrual code is available for payout.
2. Accrual policies:

   See the Accrual policies topic.

   1. Select Main Menu  > Administration > Application Setup > Accruals > Accrual Policies.
   2. Click Tap New to create accrual policies that use the accrual codes that you created.
   3. If an accrual policy Defines how and when balances for accrual codes are credited and debited. has paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. in Takings, only the corresponding accrual code is paid out.
   4. Note: The takings paycode related to time-off is different from the taking paycode related to payout.
3. Accrual profiles:

   See the Accrual profiles topic.

   1. Select Main Menu  > Administration > Application Setup > Accruals > Accrual Profiles.
   2. Select the employees' accrual profiles to add accrual policies. Click Tap Edit.
   3. Add the accrual policies that you created to the employees' accrual profiles.
   4. If an accrual policy is set to Display, only the corresponding accrual code is available for payout.
4. Symbolic purposes:

   See the Symbolic Purposes topic.

   1. Select Main Menu  > Administration > Application Setup > Common Setup > Symbolic Purposes.
   2. Click Tap New to create a symbolic (reviewer) purpose of the Reviewer Override type and Active status. People Information uses this purpose to link to the reviewers list.
5. Reviewer lists:

   See the Reviewer Lists topic.

   1. Select Main Menu  > Administration > Application Setup > Common Setup > Reviewer Lists.
   2. Click Tap New to create a reviewer list.
   3. In Type, select General.
   4. In Status, select Active.
   5. In Steps > Step 1, select Leave Administrator, Attendance Administrator, Manager, or a named user to act as the administrator for accrual payout requests.
   6. Click Tap Add.
6. Paycode:

   See the Paycode definition topic.

   1. Select Main Menu  > Administration > Application Setup > Pay Policies > Pay Codes > Pay Code Definition.
   2. Click Tap New to create the Accrual Payout paycode.
   3. Add this paycode as a taking in the accrual policies. Only one taking paycode can map to the accrual code in the cross-reference table.

      Note: This business process does not refer directly to the paycode in the Payout Pay Code in the accrual policy. The system uses this paycode when a manager starts an accrual payout, but this action pays out all of the remaining balance. For this requirement, employees can select the payout amount, so the business process uses a standard taking paycode in the accrual policy instead of the Payout Pay Code.

7. Comment: Configure a comment to add to identify the paycode edits in the Timecard.

   See the Comments topic.

   1. Select Main Menu  > Administration > Application Setup > Common Setup > Comments.
   2. Click Tap New.
   3. In Comment Text, enter Adjusted by Workflow.
   4. In Available Categories, select Paycodes and click tap the right arrow  to move it to Selected Categories.
   5. In Status, select Active.
   6. Click Tap Save.
8. Workflow notifications Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request.:

   See the Configure Notifications for Business Processes topic.

   1. Click Tap Main Menu  > Administration > Application Setup > Event/Notification > Workflow Notifications.
   2. Click Tap New.
      • In Name, enter Accrual Payout Request — Reviewer Notification.
      • Select Recipient List will be supplied at runtime, Send to employee, and Do not suppress duplicates.
      • In Subject, Long Message, and Control Center Fields, enter the following as a placeholder:

        <Status>, <EmpName>, <ReviewerName>, <AccrualCodeName>, <PayCodeName>, <Amount>, <RequestDate>, <StatusChangeDate>, <EmpReason>, <ReviewerComment>

      • Click Tap Save.
   3. Click Tap New.
      • In Name, enter Accrual Payout Request — Employee Notification.
      • Select Recipient List will be supplied at runtime, Send to employee, and Do not suppress duplicates.
      • The system cannot send different notifications for different tasks. So, do the following:

        In Subject, enter the <Process Name> custom tag to identify the task.

        In Long Message, enter Workflow Task initiated as a generic message.

      • In Control Center Fields, enter the following variables as a placeholder:

        <Status>, <StatusMessage>, <EmpName>, <ReviewerName>, <AccrualCodeName>, <PayCodeName>, <Amount>, <RequestDate>, <StatusChangeDate>, <EmpReason>, <ReviewerComment>

        Definition of variables:

        <Status> = Payout requests can have the following status: Approved, the request is approved by the payout administrator; Refused, the request is refused by the payout administrator; Failed, the request failed because of a paycode edit API error; or Retracted, the request was retracted by the employee.

        <StatusMessage> = Details about the status of the request.

        <EmpName> = The name of the employee who submitted the request. Format: Name (EmployeeID).

        <ReviewerName> = The name of the person who reviewed the request. Format: Name (EmployeeID).

        <AccrualCodeName> = The name of the accrual code.

        <PayCodeName> = The name of the taking paycode.

        <Amount> = The amount of the payout that is entered by the employee. Format = Amount type. Example: 10:00 Hours.

        <RequestDate> = The date the request was submitted or the start date of the requested accrual.

        <StatusChangeDate> = The most recent date when the status of the request was changed by the employee or the reviewer.

        <EmpReason> = (Optional) A note for the reason the employee submitted the request.

        <ReviewerComment> = (Optional) A comment by the reviewer for the reason they approved or refused the request.

      • Click Tap Save.
9. Verify mapping of Control Center notifications: You do not have to map these notifications for the control center because the notifications are mapped automatically as task notifications.

   See the Control Center Notification Mapping topic.

   1. Select Main Menu  > Administration > Application Setup > Event/Notification > Control Center Notification Mapping.
   2. Make sure that the business process is mapped to a Workflow Generic Notification.
   3. If it is not mapped, do the following:
      • Select the event and select Edit.
      • In Event Name, enter Workflow Generic Notification.
      • In Notification, select Workflow Generic Notification.
      • (Optional) Select a Navigation page.
      • (Optional) Select an Icon.
      • Click Save.
10. Assign the reviewer list to employees so that the accrual pool A type of accrual code used as an emergency fund that employees can donate time to and can be drawn upon by employees in need. can identify the pool administrator:
    1. Click Tap Home  > People Information > select an employee who can donate accruals to the accrual pool.
    2. Select Timekeeping > Approvals & Reviewers. 
    3. In Purpose, select the symbolic purpose that you configured in Symbolic purposes.
    4. In Reviewer List, select the reviewer list that you configured in Reviewer lists.

Import the process templates

Use Setup Data Manager (SDM Set-up Data Manager moves and manages configuration data across software and hardware environments.) to import the file that includes the AccrualPayoutRequest_v4 process model template. For details and instructions, see the Transfer a File to the Target Tenant topic.

1. Select Main Menu  > Administration > Setup Data Manager.
2. In Source, select AccrualPayoutRequest_v4.zip.
3. In Target, select the tenant.
4. Click Tap Review and Publish.
5. Click Tap Publish.

Configure the Accrual Payout Request business process model

Note: The process for configuring and deploying this and any other Business Process Extension is the same as all Business Process models.

1. Select Main Menu  > Administration > Application Setup > Business Processes > Process Models.
2. Select the AccrualPayoutRequest_v4 process model and click tap Edit . The process model enters edit mode.
3. Select the Decision Tables tab.
4. Click Tap Everyone's, and then select the decision table to edit. 
5. Click Tap Decision Table Editor to add or update the rows in the table. 
6. Click Tap Save and close.

Edit the decision table: AccrualPayoutRequest_v4_Variables

The Accrual Payout Request Variables decision table holds process parameters.

Accrual Payout Request Variable decision table

Variable name	Description	Default value
enableDebugging	true — Error messages display without formatting. Useful for UAT and Test environments. false — Error messages display with formatting. Should be used in the production environment. The value is case-sensitive.	false
SymbolicPurpose	Associates the payout business process with a reviewers list.	Accrual Payout Request
Employee Notification	The name of the workflow notification that goes to the employee at the end of the request process, or NULL if notification is not required.	Accrual Payout Request — Employee Notification
ReviewerNotification	The name of the workflow notification that goes to the reviewer at the end of the request process, or NULL if notification is not required.	Accrual Payout Request — Reviewer Notification
PaycodeComment	The name of the comment for the paycode, or NULL if the Timecard is not updated.	Adjusted by Workflow
TotalizationWaitTime	Specifies the amount of time, in seconds, that is allowed for the callable totalizer to complete totalization.	120

Edit the decision table:  AccrualPayoutRequest_v4_AccrualPolicy

The Accrual Payout Request Accrual Policy decision table controls which accruals can be paid out.

Accrual Payout Request Accrual Policy decision table

Variable name	Description
Accrual Profile	The name of the accrual profile used to associate the business process with a reviewers list.
Accrual Code	The name of the accrual code used by the process.
Paycode	The name of one taking paycode from the accrual policy.
Disallowed Overdraft	The overdraft limit if it is configured in the accrual policy. Hours type accrual codes must use the format H:mm. Day or money type accrual codes must use the format D.d.
Mandatory Remaining Balance	The minimum balance that is required after the requested deduction is paid out. Hours type accrual codes must use the format H:mm. Day or money type accrual codes must use the format D.d.
Mandatory Balance Type	Enter one of the following as the type of mandatory remaining balance: Fixed = A fixed, unchanging value. Percentage = A calculated percentage.
(Optional) Allocated Paycode - Money Payout	The name of the hour, or money paycode corresponding to the Paycode column content. When the Accrual Code column contains an hour or money accrual code, the Allocated Paycode - Money Payout must contain a value, or NULL. When the Accrual Code column contains a day accrual code, the Allocated Paycode - Money Payout must be blank.
(Optional) Eligibility Threshold	The minimum balance required before the requested deduction is paid out. Hours type accrual codes must use the format H:mm. Day or money type accrual codes must use the format D.d.
(Optional) Minimum Payout	The minimum accrual payout amount that an employee can request. Hours type accrual codes must use the format H:mm. Day or money type accrual codes must use the format D.d.
(Optional) Maximum Payout	The maximum accrual payout amount that an employee can request. Hours type accrual codes must use the format H:mm. Day or money type accrual codes must use the format D.d.

 

Example decision table with percentage and fixed threshold types

Accrual Profile	Accrual Code	Paycode	Disallowed Overdraft	Mandatory Remaining Balance	Threshold Type	Allocated Paycode — Money Paycode
== "Employees - All"	== "Vacation days"	"Vacation days - Payout"	"0:00"	"25"	"PERCENTAGE"
== "Employees - All"	== "Vacation days previous year"	"Vacation days prev year - Payout"	"0:00"	"0.0"
== "Employees - All"	== "Educational Leave"	"Educational Leave - Payout"	"0:00"	"8:00"	"FIXED"
=="CA Vacation Hours and Dollars"	=="CA Vacation"	"Payout Vacation Hours"				"Payout Vacation $"
=="CA Vacation Hours and Dollars"	=="CA Vacation Previous Year"	"Payout Vacation Hours PY"				"Payout Vacation $ PY"
=="CA Vacation Hours and Dollars"	=="CA Vacation $"	"Payout Vacation $"				"Payout Vacation Hours"
=="CA Vacation Hours and Dollars"	=="CA Vacation $ PY"	"Payout Vacation $ PY"				"Payout Vacation Hours PY"

Edit the decision table:  AccrualPayoutRequest_v4_Locale

The Accrual Payout Request Locale decision table allows customization of text in the Workflow form, and error messages for different locales.

Accrual Payout Request Locale decision table

Variable name	Variable type	Description
Key	String	Internal field label; do not change.
Locale Policy	String	Name of the locale policy for which the label applies. When the label applies to all locales, retain the empty value.
Message	String	Label displayed in the Workflow form, or error message.
Description	String	(Optional) Additional information.

Deploy the business process model

Process models must be redeployed every time changes are made to an existing model. Re-deployment is not

required for decision table changes.

Model deployment steps:

1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

2. Select the AccrualPayoutRequest_v4 model.

3. Click Tap Edit, and then configure the required parameters and deployment dates.

   • (Optional) In Description, enter Accrual Payout Request.
   • In Display Name, enter AccrualPayoutRequest_v4.
   • In Start Effective, select the effective start date.
   • In End Effective, select Forever to make the Business Process available indefinitely.
   • In Status, select Active.
   • In Action List, select Hide.
   • In Tile A container that provides navigation or action from its summary view. List, select Show.
   • In GoTo List, select Hide.

4. Click Tap Save, and then select Return to deploy.

API details

Name	Section	Type	Resource path	Location
Retrieve User Preferences for Current User	API > Common Resources II > Locale Settings > User Preferences > Retrieve User Preferences for Current User	GET	/v1/commons/user_preferences/locale_policy /v1/commons/user_preferences/locale_policy?tenantDefault=true	EmpLocaleDetails: Retrieve the tenant locale if no locale is found for the employee.
Retrieve Locale Policy	API > Common Resources II > Locale Settings > Locale Policies > Retrieve Locale Policy	GET	/v1/commons/locale_policies	EmpLocaleDetails: Retrieve the employee locale.
Retrieve Reviewer List by ID	API > Common Resources I > Reviewer Lists > Retrieve Reviewer List by ID	GET	/v1/commons/reviewer_lists/{id}	GetReviewerList
Retrieve Attendance Admin by Person ID	API > People > Person Assignments > Attendance Administrator Assignments > Retrieve Attendance Admin by Person ID	GET	/v1/commons/persons/attendance_admin/{personId}	GetSymbolicAdmin: If the reviewer is the Attendance Administrator.
Retrieve Leave Admin by Person ID	API > People > Person Assignments > Leave Administrator Assignments > Retrieve Leave Admin by Person ID	GET	/v1/commons/persons/leave_admin/{personId}	GetSymbolicAdmin: If the reviewer is the Leave Administrator.
Retrieve All Reviewer Purposes or by Name	API > Common Resources I > Reviewer Purposes > RetrieveAll Reviewer Purposes or by Name	GET	/v1/commons/reviewer_purpose?name={symbolicpurposeName}	SymbolicPurposeDetail
Retrieve Persons details and base wage	API > People > Persons > Retrieve Persons	POST	/v1/commons/persons/extensions/multi_read	EmpRecordDetails and the base wage for an employee.
Retrieve Timecard Data — Multiple Employees	API > Timekeeping > Timecard Metrics Measures and tracks workforce performance by comparing planned with actual workload or coverage, or by showing variances at any organizational level. > Retrieve Timecard Data — Multiple Employees	POST	/v1/timekeeping/timecard_metrics/multi_read	GetAccrualDetail
Retrieve Employment Term	API > Timekeeping Setup > Employment Terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay. > Retrieve Employment Term	GET	/v1/timekeeping/setup/employment_terms/{emptermId}	EmployeeTerms Detail
Retrieve Comments — Manager	API > Common Resources I > Comments > Retrieve Comments — Manager	GET	/v1/commons/comments?text={commentName}	CommentDetail
Retrieve Accrual Codes from Paycodes	API > Timekeeping > Accruals > Accrual from Paycodes — Retrieve Accrual Codes from Paycodes	POST	/v1/timekeeping/paycodes_ to_accrual_codes/multi_read	GetPaycodeMappings
Retrieve All Dynamic Event Notification Mappings	API > Common Resources I > Dynamic Event Notification Mappings > Retrieve All Dynamic Event Notification Mappings	GET	/v1/commons/event_notifications	CCMappingDetail
Retrieve Display Profile	API > Common Resources I > Display Profiles > Get Display Profiles	GET	/v1/commons/display_profile/{profileId}	EmpDisplayProfile
Update Timecard—Manager	API > Timekeeping > Timecard > Update Timecard—Manager	POST	/v1/timekeeping/timecard	updateTimeCardReq: To add the paycode in the employee Timecard.

Employees can request payouts of their accruals.

1. Select the Accrual Payout Request business process from any of the following:

   Note: For more information, see the Run a Business Process topic.

   • Business Process tile
   • GoTo  control from your Timecard or schedule
   • Control Center notification: Click Tap My Actions . Select Business Processes > the Accrual Payout Request.
2. In Accrual Payout Request:
   1. In From Accrual, select the type of accruals.
   2. Enter the Amount in hours (H:mm format), days (D.d format), or money.
   3. (Optional) Enter your Reason for the payout.
   4. Click Tap Next.
   5. Review the Request Summary.
   6. Click Tap Submit.

Employees can retract their requests for an accrual payout only if the manager has not yet approved or refused the request.

1. Select My Notifications > Tasks.
2. Select the accrual-payout request that you submitted. The request cannot be approved or refused.
3. In Accrual Payout Request, review the details and then click tap Retract Request.

Managers can approve or refuse requests for accrual payouts from employees.

1. Select My Notifications > Tasks.
2. Select the accrual-payout request that an employee submitted.
3. In Accrual Payout Request:
   1. Review the details.
   2. Click Tap Approve or Refuse. Notifications go to you and the employee.

      If you approve the request for an hours-based accrual, the Timecard shows a single paycode edit and the actual amount.

      If you approve the request for a days-based accrual that spans multiple days, the Timecard shows multiple paycode edits, one for each day that is paid out.

      If you approve the request for an hours-based accrual, that is configured to simultaneously deduct an equivalent hours amount, the Timecard shows money and hour paycode edits with corresponding amounts.

   3. (Optional) Enter a Comment.
   4. Click Tap Submit.