Accrual Pool

Note: This business process An organized flow of activities or tasks that achieves a business goal. An automated business process minimises the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

Employees can donate accruals for distribution to employees who are impacted by extraordinary circumstances such as family emergencies, natural disasters, crime. Employees can donate a portion of their accrued leave to this pool, and the pool administrator allocates time or money from this pool to employees who need the aid. An 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. accumulates the time (hours or days) and monetary value of the accruals.

This extension offers the following business processes:

  • Employee to Pool: Employees donate leave to the accrual pool. They select the type of accrual and enter the amount.
  • Pool to Employee: Managers distribute leave from accrual pools. They select the employee and accrual pool, and enter the amount.

Configuration overview

Accrual pool codes

  • Configure a standard accrual code and accrual policy Defines how and when balances for accrual codes are credited and debited. to capture the donated amounts for the accrual pool. Accrual codes for the accrual pools can be configured as hidden.
  • Configure an accrual policy to represent the accrual pool and add the policy to the Manager’s Accrual Profile.
  • Employees can donate for all accrual types as Hours, Days, or Money.
  • Each accrual type has an equivalent accrual code for the accrual pool. Examples: Accrual Pool Hours, Accrual Pool Days, and Accrual Pool Money.

Reviewers list

  • Configure reviewers lists to route the donations to the correct administrator for the accrual pool.
  • This administrator can be any of the following: Reports To Manager, Leave Administrator, Attendance Administrator, or a named user.
  • You can configure the reviewers list purpose in People Information to route donations differently for different groups of employees.
  • The symbolic reviewer by use of manager roles is not supported because a donation could be misdirected to multiple accrual pools.

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 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.
  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.

      Note: An accrual profile can be assigned to an employee from People Information or in 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..

    4. If an accrual policy is set to Display, only the corresponding accrual code is available for payout.
  4. Symbolic purposes define reviewer 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 purpose of the Reviewer Override type. 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 Steps > Step 1, select Leave Administrator, Attendance Administrator, Manager, or a named user to act as the administrator of the accrual pool.
    4. Click Tap Add.
  6. (Optional) Paycode:

    You can create 2 paycodes as a reminder in the Timecard of donations to and received from the accrual pool. 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.

    1. Select Main Menu  > Administration > Application Setup > Pay Policies > Pay Codes > Pay Code Definition.
    2. Click Tap New to create the following paycodes:
      • Accrual Pool Donation: Type = Hours.
      • Accrual Pool Received: Type = Hours.
  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. 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 to create the following notifications:
      • Accrual Pool — Employee Notification Distribution
      • Accrual Pool — Manager Notification Distribution
      • Accrual Pool — Employee Notification Donation
      • Accrual Pool — Manager Notification Donation
    3. For each notification:
      • Enter a Subject and a Long Message.
      • In Control Center Fields, enter the following variables as a placeholder:

        <EmpName>, <PoolAdminName>, <Amount>, <AccrualCodeName>, <AccrualPoolCodeName>, <Date>

      • Select Recipient List will be supplied at runtime, Send to employee, and Do not suppress duplicates.
  9. Verify pool accruals: Verify the accrual codes, policies, and profiles as follows:
    1. To open the Timecard, click tap Home  > Time. 
    2. Select the employee who is assigned the accrual profile.
    3. Select Accruals.
    4. Make sure that the accrual codes for the accrual pool are listed. If not, complete the steps for Accrual codes, Accrual policies, and Accrual profiles again.
  10. Assign the reviewer list to employees so that the accrual pool 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 accrual pool.
    4. In Reviewer List, select the reviewer list.
    5. Make sure that the accrual codes for the accrual pool are listed. If not, complete the steps for Accrual codes, Accrual policies, and Accrual profiles again.

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 SDM AccrualPool v1.2.zip file that includes the AccrualPool_EmployeeToPool_{version} and AccrualPool_PoolToEmployee_{version} process model templates. 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 SDM AccrualPool v1.2.zip.
  3. In Target, select the tenant.
  4. Click Tap Review and Publish.
  5. Click Tap Publish.

Configure the EmployeeToPool business process model

The EmployeeToPool business process enables employees to donate a portion of their accruals to the accrual pool.

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 AccrualPool_EmployeeToPool_v1.2 process model and click tap Edit .
  3. Click Tap Visual Editor .
  4. Select the initVariables shape.
    1. In the Initialize Variables — Initialize Variables area > Initialize Variables, click tap fields.
    2. For each of the following variables, edit the Variable name, Variable type, and Value:

      Caution: All parameters are case sensitive and must match the configuration exactly.

      enableDebugging

      • In Variable type, enter Boolean.
      • In Value, enter either of the following. This value is case-sensistive.

        false (default) = Use this setting for Production environments.

        true = The process does not show formatted error messages. Use this setting for UAT and Test environments.

      • Click Tap Save.

      ReviewerPurpose

      • In Variable type, enter String.
      • In Value, enter the name of the symbolic purpose of the reviewer; see Symbolic purposes.

        This value is case-sensistive.

        Default = Accrual Pool.

      • Click Tap Save.

      AccrualPoolDaysAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the day-type accrual pool, or NULL.

        This value is case-sensistive.

        The code stores the donated days.

        Default = Accrual Pool Days.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      AccrualPoolHoursAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the hours-type accrual pool, or NULL.

        This value is case-sensistive.

        The code stores the donated hours.

        Default = Accrual Pool Hours.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      AccrualPoolMoneyAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the money-type accrual pool, or NULL. The code stores the donated money value of the accrual. This value is case-sensistive.

        Caution: The employees and managers must have the same currency profile. Example: If a manager's profile is set to dollars (USD), but the employee's profile is set to euros (EUR), the donations fail.

        Default = Accrual Pool Money.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      EmployeeNotificationDonation

      • In Variable type, enter String.
      • In Value, enter the name of the workflow notification that goes to the employee after the employee donates the accrual, or NULL if notification is not required.

        This value is case-sensistive.

        Default = Accrual Pool — Employee Notification Donation.

      • Click Tap Save.

      ManagerNotificationDonation

      • In Variable type, enter String.
      • In Value, enter the name of the workflow notification that goes to the pool administrator after the employee donates the accrual, or NULL if notification is not required.

        This value is case-sensistive.

        Default = Accrual Pool — Manager Notification Donation.

      • Click Tap Save.

      PaycodeNameDonation

      • In Variable type, enter String.
      • In Value, enter the name of the hours-based paycode that is shown in the employee's Timecard, or NULL if the Timecard is not updated.

        This value is case-sensistive.

        The paycode is an indicator and carries no value so that it does not affect processing of accruals.

        Default = Accrual Pool Donated.

      • Click Tap Save.

      PaycodeComment

      • In Variable type, enter String.
      • In Value, enter the name of the comment for the paycode, or NULL if the Timecard is not updated.

        This value is case-sensistive.

        The comment is shown on the paycode in the employee's Timecard.

        Default = Adjusted by Workflow.

      • Click Tap Save.

      PaycodeNoteDonation

      • In Variable type, enter String.
      • In Value, enter the note including the {AMOUNT} and {ACCRUAL} placeholders.

        A note is free text that is used as a header to show the amount in a comment. Maximum = 200 characters.

        The {AMOUNT} and {ACCRUAL} placeholders are completed by the business process.

        Default = Donated {AMOUNT} from {ACCRUAL}.

      • Click Tap Save.
    3. Click Tap Save the Model .
      • Verify the settings.
      • Click Tap Save.

Configure the PoolToEmployee business process model

The PoolToEmployee business process enables an administrator to give accruals to employees who need aid from the accrual pool.

  1. Select the AccrualPool_PoolToEmployee_v1.2 process model and click tap Edit .
  2. Click Tap Visual Editor .
  3. Select the initVariables shape.
    1. In the Initialize Variables — Initialize Variables area > Initialize Variables, click tap fields.
    2. For each of the following variables, edit the Variable name, Variable type, and Value:

      Caution: All parameters are case sensitive and must match the configuration exactly.

      enableDebugging

      • In Variable type, enter Boolean.
      • In Value, enter either of the following. This value is case-sensistive.

        false (default) = Use this setting for Production environments.

        true = The process does not show formatted error messages. Use this setting for UAT and Test environments.

      • Click Tap Save.

      isSelfDistributionAllowed

      • In Variable type, enter Boolean.
      • In Value, enter either of the following. This value is case-sensistive.

        false (default)

        true = The pool administrator is allowed to distribute value from accruals in the pool to one of their own accruals.

      • Click Tap Save.

      AccrualPoolDaysAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the day-type accrual pool, or NULL.

        This value is case-sensistive.

        The code stores the donated days.

        Default = Accrual Pool Days.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      AccrualPoolHoursAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the hours-type accrual pool, or NULL.

        This value is case-sensistive.

        The code stores the donated hours.

        Default = Accrual Pool Hours.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      AccrualPoolMoneyAccrualCode

      • In Variable type, enter String.
      • In Value, enter the accrual code of the money-type accrual pool, or NULL. The code stores the donated money value of the accrual. This value is case-sensistive.

        Caution: The employees and managers must have the same currency profile. Example: If a manager's profile is set to dollars (USD), but the employee's profile is set to euros (EUR), the donations fail.

        Default = Accrual Pool Money.

      • Assign the code to the distributing manager’s accrual profile.
      • Click Tap Save.

      EmployeeNotificationDistribution

      • In Variable type, enter String.
      • In Value, enter the name of the workflow notification that goes to the employee after the accrual is distributed, or NULL if notification is not required.

        This value is case-sensistive.

        Default = Accrual Pool — Employee Notification Distribution.

      • Click Tap Save.

      ManagerNotificationDistribution

      • In Variable type, enter String.
      • In Value, enter the name of the workflow notification that goes to the pool administrator after the accrual is distributed to the employee, or NULL if notification is not required.

        This value is case-sensistive.

        Default = Accrual Pool — Manager Notification Distribution.

      • Click Tap Save.

      PaycodeNameDistribution

      • In Variable type, enter String.
      • In Value, enter the name of the hours-based paycode that is shown in the employee's Timecard, or NULL if the Timecard is not updated.

        This value is case-sensistive.

        The paycode is an indicator and carries no value so that it does not affect processing of accruals.

        Default = Accrual Pool Received.

      • Click Tap Save.

      PaycodeComment

      • In Variable type, enter String.
      • In Value, enter the name of the comment for the paycode, or NULL if the Timecard is not updated.

        This value is case-sensistive.

        The comment is shown on the paycode in the employee's Timecard.

        Default = Adjusted by Workflow.

      • Click Tap Save.

      PaycodeNoteDistribution

      • In Variable type, enter String.
      • In Value, enter the note including the {AMOUNT} and {ACCRUAL} placeholders.

        A note is free text that is used as a header to show the amount in a comment. Maximum = 200 characters.

        The {AMOUNT} and {ACCRUAL} placeholders are completed by the business process.

        Default = Received {AMOUNT} from {ACCRUAL}.

      • Click Tap Save.
    3. Click Tap Save the Model .
      • Verify the settings.
      • Click Tap Save.

Deploy the EmployeeToPool business process model

You must re-deploy business process models every time you change an existing model. Deploy only the main process because the sub-processes are deployed automatically with the main process.

Note: For details, see the Deploy Business Process Models topic.

  1. Select the EmployeeToPool process model and click tap Deploy .
  2. In Business Process, configure the following:
    • In Description, enter Accrual Pool Donation.
    • In Display Name, enter Accrual Pool Donation.
    • In Template Categories, select External Actions.
    • 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 Show.
    • In Tile A container that provides navigation or action from its summary view. List, select Show.
    • In GoTo List, select Show.
  3. Click Tap Save, then click tap Return. 
  4. The Business Processes page lists the deployed processes. Click Tap Refresh.

Deploy the PoolToEmployee business process model

You must re-deploy business process models every time you change an existing model.

  1. Select the PoolToEmployee process model and click tap Deploy .
  2. In Business Process, configure the following:
    • In Description, enter Accrual Pool Distribution.
    • In Display Name, enter Accrual Pool Distribution.
    • In Template Categories, select External Actions.
    • 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 Show.
    • In Tile List, select Show.
    • In GoTo List, select Show.
  3. Click Tap Save, then click tap Return. 
  4. The Business Processes page lists the deployed processes. Click Tap Refresh.
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
  • retrieveInitiator Data
  • retrieveReceiver Data
Retrieve Locale Policy API > Common Resources II > Locale Settings > Locale Policies > Retrieve Locale Policy GET /v1/commons/locale_policies
  • retrieveInitiator Data
  • retrieveReceiver Data
Retrieve Reviewer List by ID API > Common Resources I > Reviewer Lists > Retrieve Reviewer List by ID GET /v1/commons/reviewer_lists/{id}
  • retrieveInitiator Data
  • retrieveReceiver Data
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}
  • retrieveInitiator Data
  • retrieveReceiver Data
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}
  • retrieveInitiator Data
  • retrieveReceiver Data
Retrieve Persons API > People > Persons > Retrieve Persons POST /v1/commons/persons/extensions/multi_read
  • retrieveInitiator Data
  • retrieveReceiver Data
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
  • retrieveInitiator Data
  • retrieveReceiver Data
Apply Updates to Accrual Balances — Multiple Employees API > Timekeeping > Accruals > Accruals Bulk Update > Apply Updates to Accrual Balances — Multiple Employees POST /v1/timekeeping/accruals/updates showUserFormAndUpdateAccruals
Paycodes API > Timekeeping > Timecard POST /v1/timekeeping/timecard pushUserAlert

Employees can donate accruals for distribution to employees who are impacted by extraordinary circumstances.

  1. Select the Accrual Pool Donation 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 > Accrual Pool Donation.
  2. In Accrual Pool Donation:
    1. In From Accrual, select the type of accruals to donate.
    2. Enter the Amount in hours (h:mm format), days (D.d format), or money.
    3. Click Tap Submit.

      Note: At the bottom, the slider shows the name of the pool administrator who receives and distributes the donated accruals.

Managers who act as a pool administrator can allocate time or money from the accrual pool to employees who need the aid.

  1. Select an employee from any of the following:
  2. Click Tap GoTo  and select Business Processes.
  3. Select Pool to Employee.
  4. In Accrual Pool Distribution:
    1. In From Accrual, select the type of accruals to distribute from the pool.
    2. In To Accrual, select the type of accruals to donate to the receiving employee.
    3. Enter the Amount in hours (h:mm format), days (D.d format), or money.
    4. Click Tap Submit.