Adding an end date to an employee does not trigger the time-off acrrual for the 'Time Off History' report

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  • Updated 2 years ago
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  • (Edited)
I am trying to determine how to get the calculated Time-Off balance for an employee who is leaving the firm.

We have a policy that accrues time off on the 31st of the month, on a monthly basis.  The policy is configured to "Pro-Rate the Beginning and Ending of the Policy".

When I set the departure date for an employee, the "ending" of the policy is not showing up on the Time Off History report.

When in discussion with the support team, they suggested that I manually add a policy (that sets the accrual rate to 0 days) that begins on the day after the departure date, then the report shows properly the 'end' of the previous policy.

Is this really how to get the vacation balance for a departing employee?

In other words, what is the process whereby in advance of an employee leaving the firm, we can learn what the vacation balance is will be so that we can calculate a payout?

When setting the Ending Date for an employee, that should signal the end of the accrual policy, rather than requiring manual intervention to force calculate the policy to end.

Please let me know if I am missing something.

Thanks,

Josh
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Josh Miller

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Posted 3 years ago

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Kathy Piggford

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Hi Josh,

We have to manually prorate any PTO payout during a month as well.  It is a pain point for us especially for employees in CA and CO where we have to pay on day of termination.  Sad to say but I set up an Excel worksheet to do the calculations based on seniority etc.  

Kathy
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Josh Miller

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Yowzers.  Hopefully we can make this a feature request and have that changed.  It is a bit scary to think of manually editing policies every time an employee departs.  Thanks for weighing in!
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Lingaraj Dharwad, Product Champion

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Hi Josh,

I have marked this as an idea and our PM team will review it shortly.

Thanks,
Lingaraj
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Karen Chao, Product Manager

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Hi Josh and Kathy,

You will be glad to hear that this is something we plan to address in the near future. We want to do a better job of prorating accruals based on both start and end dates.

Thanks, Karen
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Lakshmi Ramachandran

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I have the same challenge here, been manually maintaining a spreadsheet for each employee. And calculating pro-rated time off based on the departure date. Currently Replicon triggers an accrual when an end date is entered and that throws everything off showing a higher balance of leave in the timesheet, I hope some update comes up soon. We have been manually doing this way for many years.
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Josh Miller

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Lakshmi,

I believe Replicon resolved this issue.  I noticed a few weeks ago that when we enter and end date, the zero value is automatically created.

I was never notified on this thread of that fact, but In my recent testing, I noticed this.

Our process was revised a few weeks ago so that the HR team enters the exit date on the User, then they run a report to check the time off balances.  (I still have them verify that there is a zero balance entered on the policy to be sure).

It would be great to have official confirmation on this thread that the issue is indeed resolved.

Josh
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Lakshmi Ramachandran

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Really!! Thanks Josh, we logged in a ticket today and also talked to them couple of hours ago, I was told that it is still being worked out, how odd. We entered a end date to a terminated employee last week, Replicon triggered the accrued hours on the end date which is incorrect, maybe there are 2 different things going on here..