Background

The isolved accruals system does not have a true “Frontload” option. To get around this, we set the following options:

1. A Per-Schedule hours award.
   1.  This grants the full hours balance on each pay period.
2.  A YTD Accrual Limit of the same value as the Per Schedule hours award.
   1. This enables the system to block further accruals after the first hours award.

Here’s an example for an 80-hour frontloaded plan (Client Management » Benefits » Accrual Plans):

Prorating a Frontloaded Plan

The isolved accruals system does not have a mechanism to prorate frontloaded accrual plans based upon hire date. To get around this, we’ll need to use manual adjustments to the Accrual History Updates page (Employee Management » Employee Benefits » Accruals » Accrual History Updates). 

Let’s take our 80-hour Frontloaded plan from above, and let’s say that an employee was hired on July 1. In this example, since the employee will only work half of the year, they’re only entitled to half of the hours award, which would be 40 hours. 

First, we’ll need to assign the plan to the employee on the Leave Accruals screen (Employee Management » Employee Benefits » Accruals » Leave Accruals) if it has not been automatically assigned:

Do not update the balance on the Leave Accruals Page. We must update the hours on a separate page for the manual proration to work properly. 

Instead, because there is no mechanism for automatically prorating hours based upon hire date, we’ll need to update their Accrual History Updates page in a very specific way:

1. We’ll need to enter the full year’s worth of Plan YTD Accrued. This will prohibit the system from accruing any further hours, since the YTD Accrual Limit will have been reached. 
2. We’ll need to enter the prorated balance for this employee, which in this example is 40 hours.
3. Once we’ve made your adjustments, click save. 

Once we process our payroll, these changes will be pulled into the system. 

As seen below, the Time Off Balances screen (Employee Self-Service » Time » Time Off Balances) will display the changes that we made.

We’ll see that the YTD Accrued value has been updated to 80 hours, prohibiting the employee from accruing further hours until the next plan year. We’ll also see that the employee now has the desired & prorated balance of 40 hours to use for the rest of the year.