FMLA ACCRUAL RULE (One Year Prev)#

The One Year previous rule is a rule that looks back 365 days prior to the leave line being evaluated to check the amount available for the employee to take in the current period. The accrual end date is the end of the pay period being evaluated and the accrual start date is 365 days prior to the end date. The system will look at all leave lines taken in the 365 day period and check to see what the hours are compared to the accrual defined in the Service levels tab if there is time available the employee will be able to take the time otherwise it will go to LWOP.

Biweekly Example:#

An employee uses FMLA leave multiple times during the year. The accrual is always 480 hours however as time is used the bank balance is reduced until it has been a year since the original time was taken. At that point the time used in that time frame is added back to the bank to be available to the employee again. This creates a constant rolling balance within the bank of the original 480 hours, time taken and time added back after 365 days has elapsed. If the employee has gone an entire year without FMLA being taken the bank would end up with 480 hours again available for use.

Start Date	End Date	Accrual	Time Added Back	Time Taken	Balance
15-Jun-2013	14-Jun-2014	480		80	400
29-Jun-2014	28-Jun-2014			80	320
13-Jul-2014	14-Jul-2014			20	300
27-Jul-2014	26-Jul-2014				300
10-Aug-2014	09-Aug-2014				300
24-Aug-2014	23-Aug-2014				300
07-Sep-2014	06-Sep-2014				300
21-Sep-2014	20-Sep-2014			40	260
05-Oct-2014	04-Oct-2014			40	220
19-Oct-2014	18-Oct-2014			40	180
02-Nov-2014	01-Nov-2014				180
30-Nov-2014	29-Nov-2014				180
14-Dec-2014	13-Dec-2014				180
28-Dec-2014	27-Dec-2015				180
11-Jan-2015	10-Jan-2016				180
25-Jan-2015	24-Jan-2016				180
08-Feb-2015	07-Feb-2016				180
22-Feb-2015	21-Feb-2016				180
22-Mar-2015	21-Mar-2016				180
05-Apr-2015	04-Apr-2016				180
19-Apr-2015	18-Apr-2016				180
03-May-2015	02-May-2016				180
17-May-2015	16-May-2016				180
31-May-2015	30-May-2016				180
14-Jun-2015	13-Jun-2016				180
28-Jun-2015	27-Jun-2016		80		180
12-Jul-2015	11-Jul-2016		80		180
26-Jul-2015	25-Jul-2016		20		360
09-Aug-2015	08-Aug-2016				360
23-Aug-2015	22-Aug-2016				360

The Entitlement for the 365 days period will be retrieved from the ‘Entitlement Time’ column in the ‘Service Level’ associated with the Leave Policy.

IALA (Accrual Record)#

User procedures are first defined on the Maintain Functions (IMFN) screen.

• A new start and end date is created for the policy each time UACALC or UPCALC is run for the policy
• The entitlement is calculated each time UACALC or UPCALC is run
• Year end processing doesn’t take place with this bank as the bank rolls every pay period or UACALC processing date, therefore no A900 rule is required
• If running from UPCALC the accrual end date will be obtained from the pay period end date
• If running from UACALC the AS OF DATE of processing will be used as the end date
• The date on the accrual in not significant as the time available to take is calculated each time a leave line is entered
• The entitlement will be updated each time UPCALC or UACALC is run so if FTE rules are being used to obtain the entitlement, it will be updated accordingly.
• FMLA requires the employee to be employed for one year and to have worked 1250 hours each year to qualify. With this rule, the 1250 hours is also a ‘rolling year’. Additional functionality using User Calc operators will be used to handle this requirement. (See example of a sample User Calc shown later in this document)

Whenever a leave line is created, the balance of time owing is computed by first taking the entitlement from the accrual record and then calculating the time taken for the prior 365 days using the leave line details.

User Defined Field#

A User Defined Field is created the first time this rule is used. This User Defined Field will be on the leave line created for policies using this specific rule. The text in the User Defined Field will display how the time taken for the prior 365 days has been calculated. It will also give the entitlement owed the employee before the current entry. You can add the UDF to the Requested Tab of the IAAL using the IMFDH.

SET UP Requirements:#

IALP – Leave Policy#

Details Tab:#

Accrual Begin Rule: One Year Previous End Date: Null Frequency: Null

Components:#

NOTE: A200 Rule must be ‘01’ A290 Rule must be ‘02’ (see defect 40149), prior to this defect the rule was ‘01’

AC Code	Seq	Rule	Required	Compenent Description	Rule Description
A001	1	00		Preprocess/Qualify Usercalc	Use User Calc Only
A100	100	02	R	Service Length Calculation	Calculate Based on Service Date
A110	110	02	R	Service Date	Hire Date
A120	120	01	R	Service Length Evaluation Freq	Every Time Policy Evaluated (Eval Date)
A130	130	02	R	Service Length	Replace Service Length
A140	140	01	R	Service Length Change	Amount of Service Length Change
A200	200	01	R	Entitlement Frequency	Give Entitlement Each Evaluation
A260	260	02	R	Period Entitlement Method	Service Level Entitlement (Prorate by FTE)
A270	270	03		Prorate by FTE Rule	Prorated by EE’s FTE value
A290	290	02	R	Current Year Entitlement	Rederive Time Entitlement
A300	300	01	R	Total Time Taken	Derive from All Sources
A320	320	03	R	Time Available to Take	Prior Year Plus Annual Entitlement Cap
A330	330	03	R	Current Year Entitlement	Entitlement with No Caps Applied
A700	703	02	R	Current Year Time Owing	Prior Plus Current Year Less Taken
A900	300	03		Time Owing at Year End	Cap Current Owing with Year-end Cap (YE Cap is zero)

IMUC#

A User Calculation to verify the hours worked for the employee in the past 12 months may be added at A260 to prevent entitlement if needed. A sample User Calculation is below. This User Calculation verifies hours worked in the last 12 months. If the employee has worked at least 1250 hours the normal number parameter will be passed through at this point. If the employee has worked less than the 1250 hours, the parameter will be reset to ‘0’.

The ELPL Usercalc operator has been enhanced to provide the ability to use any date range when computing the value for an Element from Pay Transactions. Previously this feature always used the Pay Period Start Date as the begin date and ‘Operator 3’ as the end date.

There are two ‘Variables’ that can be used to control the begin and end dates when using the ELPL operator. If either or both of these variables exist in the Usercalc, then the value loaded into them will be used by the ELPL Operator. NOTE: This will look at all pay headers associated with the employee’s assignments within the current employment. The Usercalc will look at the pay lines for the dates, and the pay details for the amounts.

If the variables identified above are NOT in the Usercalc, then the ELPL Operator will work the same way it has in the past.

The names of the two variables must be ‘Exactly’ as shown in this example:

IPPP#

The attendance type must be added to the appropriate pay points. If the FMLA time codes will be associated to other leave policies, ensure that FMLA is listed on the pay point before the other policies.

IALS#

The time codes used for this policy type must be added to the leave schedule.

IALA#

See example below where the ‘unofficial’ accrual has updated start and end dates.

High Line Recommendations for converting historical FMLA data into IAAL:#

The following steps should be used when converting leave lines:

1. Load transactions to the IPTL (via LMTD) with a destination of IPTR. The following information must be provided:

• Employee Information (i.e. Person Code)
• Date of Leave
• Amount of leave time (i.e. hours)
• Time code will be FMLA WOP only as we don’t need the additional information for FMLA SICK or FMLA VAC etc.

2. The loaded entries may be verified in IPTL

3. Use UPTL to process the entries to the IPTR. NOTE: This creates IPTR batches for each pay period with the transactions in the loaded file as well as creating the leave lines (IAAL)

4. Verify leave line entries in IAAL on the ‘In Payroll’ tab. (Note: You will not see the results in VALB)

5. Break the link between IPTR transactions and the IAAL leave lines that were created above using SQL:

• Update p2k_pr_pay_trans_time_codes set aal_id = NULL
• Where ptr_id in (select id from p2k_pr_pay_transactions where mex_id_generated = <the UPTL MEX_ID>);

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Notes#