Direct Accrual Donation

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 a portion of their accruals directly to fellow employees, without manager intervention, by initiating the Direct Accrual Donation extension.

This extension offers the following business processes:

Direct Accrual Donation: Employees donate some amount of accruals directly to fellow employees who belong to the same location, or who share the same manager.

Direct Accrual Donation — Custom Group: Employees donate some amount of accruals directly to fellow employees who neither belong to the same location, nor share the same manager. This workflow caters to special cases, such as union delegates. These individuals are granted distinct accruals, like union hours, that they can donate to other delegates.

Each business process:

  • Restricts the accrual codes from which employees donate.

  • Limits the total donation amount during a specified pay period.

  • Requires the donor and receiver to share the same accrual code assignment, currency, and time zone.

Direct Accrual Donation and Direct Accrual Donation — Custom Group

Employees initiate the appropriate workflow from the My Business Processes tile A container that provides navigation or action from its summary view. on the home page The page that is presented to the user upon login, which contains the tiles that let the user access or navigate to common tasks.. Before the donation process begins, the donating employee identifies:

Recipient: The employee chooses a recipient from a pre-configured Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria).. The choice can be made by selecting from the recipient list, or by entering a string that further limits the Hyperfind results.

From Accrual: The employee selects an accrual code from a restricted list of codes (and their balances) in the employee's accrual profile.

Amount: The employee enters the donation amount, using the format appropriate to the accrual type and the user locale.

(Optional) Notifications

When configured, the system sends notifications to the donors and recipients, after successful accrual donation processing. These informational notifications are located in the Control Center under the System Messages category.

Timecard visualization

The business process inserts indicator paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. in the timecards for the donors and recipients on the day when the donation is made and received. The amount displays as 0:00. Actual transaction values are provided in the comment and note attached to the paycode.

Paycode configuration

Configure paycodes that display on the timecards of the donors and recipients.

See the Paycodes topic.

  1. Go to Application Setup > Pay Policies > Pay Code Definition.

  2. Click Tap New.

  3. Enter a Name, such as Accrual — Donated or Accrual - Received.

  4. Complete the remaining fields.

  5. Click Tap Save.

Process profile configuration

Configure a process profile to support the Direct Accrual Donation business process.

See the Business Processes setup page topic.

  1. Go to Application Setup > Business Process Setup > Process Profiles.

  2. Click Tap New.

  3. Enter a Name, such as Direct Accrual Donation.

  4. From the Available Items area, select the appropriate business process, such as Direct Accrual Donation v1, and move it to the Selected Items box.

  5. Click Tap Save.

Repeat the same steps to create a process profile for the Direct Accrual Donation_CustomGroup_v1business process, if applicable.

(Optional) Workflow notifications configuration

Configure 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. to send to the donors and recipients.

See the Configure Notifications for Business Processes topic.

  1. Go to Application Setup > Event/Notification > Workflow Notifications.

  2. Click Tap New.

  3. From the Notification Type, select Generic notification.

  4. Click Tap Ok.

  5. Complete the configuration for the workflow notification to support the business process.

  6. Click Tap Save.

Repeat the same steps to create a workflow notification for the Direct Accrual Donation_CustomGroup_v1business process, if applicable.

Accrual Donation — Employee Notification Donation

  • Name: Enter an appropriate name, such as Accrual Donation — Employee Notification Donation.

  • Subject: Enter an appropriate subject, such as You donated <Amount> from your <AccrualCodeName>.

  • Long Message: Enter an appropriate long message, such as You donated <Amount> from your <AccrualCodeName> to <ReceiverEmployeeName>.

  • Recipients: Select the Recipient List will be supplied at runtime and Send to employee options.

  • Control center fields: Enter appropriate control center fields, such as:
Field Label Value
1 Amount <Amount>
2 Accrual Code Name <AccrualCodeName>
3 Receiver Employee Name <ReceiverEmployeeName>

Accrual Donation — Employee Notification Receipt

  • Name: Enter an appropriate name, such as Accrual Donation — Employee Notification Receipt.

  • Subject: Enter an appropriate subject, such as You received <Amount> in your <AccrualCodeName>.

  • Long Message: Enter an appropriate long message, such as You received <Amount> in your <AccrualCodeName> from <DonorEmployeeName>.

  • Recipients: Select the Recipient List will be supplied at runtime and Send to employee options.

  • Control center fields: Enter appropriate control center fields, such as:
Field Label Value
1 Amount <Amount>
2 Accrual Code Name <AccrualCodeName>
3 Donating Employee Name <DonorEmployeeName>

Comments

Configure a comment that is added to the paycode to indicate the process adjustment.

See the Comments topic.

  1. Go to Main Menu > Administration > Application Setup > Common Setup > Comments.

  2. Click Tap New.

  3. Enter Comment Text, such as Adjusted by Direct Accrual Donation workflow.

  4. In the Categories area, select Pay Codes from the Available Categories box and move it to the Selected Categories box.

  5. Click Tap Save.

Repeat the same steps to create a comment for the Direct Accrual Donation_CustomGroup_v1business process, if applicable.

Hyperfind

Configure public Hyperfinds that are accessible by managers.

See the Hyperfind conditions topic.

  1. Go to Main Menu > Administration > Application Setup > Common Setup > Hyperfinds.

  2. Click Tap Create.

  3. Enter a Name, such as Accrual Donation — Standard.

  4. In the Ad Hoc area, select No, and then click tap Add Conditions.

  5. In the Filter area, click tap Reports To, and then select <Logged On User>, or any other user from the list.

  6. From Selected Conditions, click tap Add.

  7. Click Tap Apply.

Repeat the same steps to create a custom Hyperfind for the Direct Accrual Donation_CustomGroup_v1business process, if applicable.

  1. Go to Main Menu > Administration > Application Setup > Common Setup > Hyperfinds.

  2. Click Tap Create.

  3. Enter a Name, such as Accrual Donation — Custom .

  4. In the Ad Hoc area, select No, and then click tap Add Conditions.

  5. In the Filter area, click tap Name or ID, and then select your preferred Search by option.

  6. In the Search for field, enter the search criteria, and then click tap Search.

  7. Select one employee and click tap Add in the Selected Items area. If applicable, select another employee and click tap Add. Each employee must be added one at a time.

  8. Click Tap Apply.

Migrate the business process model to the tenant

Migrate the DirectAccrualDonation_v1 process model to the customer tenant using Setup Data Manager (SDM Set-up Data Manager moves and manages configuration data across software and hardware environments.).

  1. Log in to the appropriate tenant.

  2. Go to Main Menu > Administration > Setup Data Manager.

  3. 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.

  4. Click Tap Review and Publish. The Publish Summary panel appears.

  5. 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.

  6. 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.

  7. To view details, click tap the appropriate row and click tap View Selected.

  8. 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.

Configure the Direct Accrual Donation decision tables.

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

  2. Select the DirectAccrualDonation_v1 process and click Edit. The process model enters edit mode.

  3. Select the Decision Tables tab.

  4. Click Everyone's, and then select the decision table.

  5. Click Decision Table Editor to add or update the rows in the table.

  6. Click Save and close.

Note:

  • Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management™.

  • Do not remove variables, variable names, or variable types from any decision table.

Edit the decision table: Direct_Accrual_Donation_Config_Parameters

The Direct_Accrual_Donation_Config_Parameters decision table holds configuration parameters that can be changed based on requirements. Only user-defined variables should be updated; other variables should remain unchanged.

Direct Accrual Donation Config Parameters decision table
Variable name Type Description
UseReportsToHyperfind Boolean Determines whether the Donate To drop-down menu is populated with the manager's employee group. The value must not match the UsePrimaryLocation value.
ReportsToHyperfind Text Hyperfind configured in UKG Pro Workforce Management™ that contains only peers reporting to the same manager.
UsePrimaryLocation Boolean Determines whether the Donate To drop-down content is limited to peers in the same location as the donating employee. The value must not match the UseReportsToHyperfind value.
GenericNotification Text Comma-separated list of employee notifications configured in UKG Pro Workforce Management™. The receiver notification must be listed before the donor notification.
DonorPayCode Text Paycode configured in UKG Pro Workforce Management™, to which a comment is inserted for the donor.
ReceiverPayCode Text Paycode configured in UKG Pro Workforce Management™, to which a comment is inserted for the recipient.
DonorComment Text Comment configured in UKG Pro Workforce Management™, that is added to the paycode for the donor.
ReceiverComment Text Comment configured in UKG Pro Workforce Management™, that is added to the paycode for the recipient.
EnableAccrualDonationLimit Boolean Determines whether accrual donation limit is enabled.
LimitDonatableAccrualCodes Boolean Determines whether accrual codes that can be donated are limited.
AdminUser Text An internal service level user who runs the REST APIs. Do not change.

Edit the decision table: Direct_Accrual_Donation_Config_Donation_Limit

The Direct_Accrual_Donation_Config_Donation_Limit decision table holds donation limits for each accrual code. Special characters are not allowed.

Direct Accrual Donation Config Donation Limit decision table
Variable name Type Description
AccrualCode Text Name of the accrual code used for donation.
AccrualCodeType Text Accrual code type used for donation. (Hours, Days, or Money)
AccrualCodeDonationLimit Text

Maximum donation amount for the respective time period, entered as a positive value.

Money and day type amounts must be entered using decimal format with a decimal precision of 2, such as 1.00.

Hour amounts must be entered using HH:mm format, such as 01:00.
AccrualCodeDonationLimitTimePeriod Text

Time period for which the donation limit is defined.

Default = "Current_Payperiod."

Edit the decision table: Direct_Accrual_Donation_Config_Accrual_Profiles

The Direct_Accrual_Donation_Config_Accrual_Profiles decision table holds accrual profiles and accrual codes allowed for donation. Blank values are not allowed.

Direct Accrual Donation Config Accrual Profiles decision table
Variable name Type Description
Accrual Profile Text Accrual profile assigned to the employee.
DonatableAccrualCodes Text Comma-separated list of accrual codes defined in the accrual profile and used for the donation.

Edit the decision table: Direct_Accrual_Donation_Config_Locale

The Direct_Accrual_Donation_Config_Locale decision table holds accrual profiles.

Direct Accrual Donation Config Locale decision table
Variable name Type Description
Key Text Placeholders for messages.
Locale Text Locale policy used for customized message.
Message Text Customized message.
Description Text (Optional) Customized description.
Note:

  • Localization of business process workflows remains optional, but is supported.

  • The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).

  • Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.

  • Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.

  • The last row in the decision table must remain empty ("!=empty".)

Deploy the updated 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 DirectAccrualDonation_v1 model.

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

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

Migrate the business process model to the tenant

Migrate the DirectAccrualDonation_CustomGroup_v1 process model to the customer tenant using Setup Data Manager (SDM).

  1. Log in to the appropriate tenant.

  2. Go to Main Menu > Administration > Setup Data Manager.

  3. 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.

  4. Click Tap Review and Publish. The Publish Summary panel appears.

  5. 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.

  6. 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.

  7. To view details, click tap the appropriate row and click tap View Selected.

  8. 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.

Configure the Direct Accrual Donation Custom Group decision tables.

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

  2. Select the DirectAccrualDonation_CustomGroup_v1 process and click Edit. The process model enters edit mode.

  3. Select the Decision Tables tab.

  4. Click Everyone's, and then select the decision table.

  5. Click Decision Table Editor to add or update the rows in the table.

  6. Click Save and close.

Note:

  • Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management™.

  • Do not remove variables, variable names, or variable types from any decision table.

Edit the decision table: Direct_Accrual_Donation_Config_Parameters_Custom

The Direct_Accrual_Donation_Config_Parameters_Custom decision table holds configuration parameters that can be changed based on requirements. Only-user defined variables should be updated; all other variables should remain unchanged.

Direct Accrual Donation Config Parameters Custom decision table
Variable name Type Description
CustomHyperfind Text Custom Hyperfind configured in UKG Pro Workforce Management™ that contains a customized list of employees.
GenericNotification Text Comma-separated list of employee notifications configured in UKG Pro Workforce Management™. The receiver notification must be listed before the donor notification.
DonorPayCode Text Paycode configured in UKG Pro Workforce Management™, to which a comment is inserted for the donor.
ReceiverPayCode Text Paycode configured in UKG Pro Workforce Management™, to which a comment is inserted for the recipient.
DonorComment Text Comment configured in UKG Pro Workforce Management™ that is added to the paycode for the donor.
ReceiverComment Text Comment configured in UKG Pro Workforce Management™ that is added to the paycode for the recipient.
EnableAccrualDonationLimit Boolean Determines whether accrual donation limit is enabled.
LimitDonatableAccrualCodes Boolean Determines whether accrual codes that can be donated are limited.
AdminUser Text An internal service level user who runs the REST APIs. Do not change.

Edit the decision table: Direct_Accrual_Donation_Config_Donation_Limit_Custom

The Direct_Accrual_Donation_Config_Donation_Limit_Custom decision table holds donation limits for each accrual code.

Direct Accrual Donation Config Donation Limit Custom decision table
Variable name Type Description
AccrualCode Text Name of the accrual code used for donation
AccrualCodeType Text Accrual code type used for donation. (Hours, Days, or Money)
AccrualCodeDonationLimit Text

Maximum donation amount for the respective time period, entered as a positive value.

Money and day type amounts must be entered using decimal format with a decimal precision of 2, such as 1.00.

Hour amounts must be entered using HH:mm format, such as 01:00.
AccrualCodeDonationLimitTimePeriod Text

Time period for which the donation limit is defined.

Default = "Current_Payperiod."

Edit the decision table: Direct_Accrual_Donation_Config_Accrual_Profiles_Custom

The Direct_Accrual_Donation_Config_Accrual_Profiles_Custom decision table holds accrual profiles. Blank values are not allowed.

Direct Accrual Donation Config Accrual Profiles Custom decision table
Variable name Type Description
Accrual Profile Text Accrual profile assigned to the employee.
DonatableAccrualCodes Text Comma-separated list of accrual codes defined in the accrual profile and used for the donation.

Edit the decision table: Direct_Accrual_Donation_Config_Locale_Custom

The Direct_Accrual_Donation_Config_Locale_Custom decision table holds accrual profiles.

Direct Accrual Donation Config Locale Custom decision table
Variable name Type Description
Key Text Placeholders for messages.
Locale Text Locale policy used for customized message.
Message Text Customized message.
Description Text (Optional) Customized description.
Note:

  • Localization of business process workflows remains optional, but is supported.

  • The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).

  • Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.

  • Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.

  • The last row in the decision table must remain empty ("!=empty".)

Deploy the updated 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 DirectAccrualDonation_CustomGroup_v1 model.

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

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

API details
API name Section Type Resource path Location Description
Retrieve All Extensions Commons GET /v1/commons/persons/extensions?person_number= _DirectAccrualDonation_Core Get employee details.
Execute Hyperfind Query Commons POST /v1/commons/hyperfind/execute _DirectAccrualDonation_Core Execute process for all the employees present in the Hyperfind.
Retrieve Timecard Data for Multiple Employees Timekeeping POST /v1/timekeeping/timecard_metrics Measures and tracks workforce performance by comparing planned with actual workload or coverage, or by showing variances at any organizational level./multi_read _DirectAccrualDonation_Core Retrieve timecard data.
Retrieve All 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. Timekeeping GET /v2/timekeeping/setup/employment_terms?qualifier={Basic} _DirectAccrualDonation_Core Retrieve employment term of an employee.
Apply Updates to Accrual Balances for Multiple Employees Timekeeping POST /v1/timekeeping/accruals/updates _DirectAccrualDonation_Core Update the accrual information in employee timecard.
Generic Notification Notify   Kronos API Generic Notification Notify _DirectAccrualDonation_Core Send accrual update notification to the employees.
Update Timecard as Manager Timekeeping POST /v1/timekeeping/timecard _DirectAccrualDonation_Core Update comment in the employee timecard.
Retrieve Timecard as Manager Timekeeping GET /v1/timekeeping/timecard?select= PAYCODE_EDITS&symbolic_period_id=Current_Payperiod &person_number= _DirectAccrualDonation_Core Retrieve paycode details for an employee for the specified time range.