iOps360 can enforce HR rules such as maximum limits on leave hours that can transfer these hours to another balance type or remove the hours greater than a specific amount. This is done by creating one or more rules that can be ran daily, monthly, yearly, and on the employee’s hire date anniversary (once a year or each month).
Note: Creating and modifying rules must be done by a user with “SysOp” permissions.
Creating A Rule
- Click on “Operations” menu and select “System Config“.
- Click on the “Scheduling” tab.
- Select “Leave Maximums [Cropping & Transfers]“
- Click “Create New Rule“
Rule Action Types
There are two action types: Crop and Transfer. Crop will remove hours from the user’s profile and Transfer will move hours from one balance type to another.
Rule Frequency / When To Run
The Frequency will determine when this rule will be ran.
- Annually on Jan 1st – Annually at the start of the year. (ie Jan 1st all sick hours are removed or transferred into Vacation)
- Annually on Hire Date Anniversary – Rule will modify staff’s hours on the yearly anniversary of their full time hire date (not the hire date). (ie On the employees’ full time anniversary, all sick hours are removed or transferred into Vacation)
- Every Day – Runs each day. Useful if you have a maximum amount at any point in time. (ie No user can ever have > 300 sick hours).
- Every Month – Runs on the first day of each month. (ie Each month, transfer all sick hours into vacation).
- Monthly on Hire Date Anniversary – Runs on the same day of the month as their full time hire date (ie An employee was hired on the 5th of the month so each month on the 5th, the rule will execute). Rule will execute each day looking for staff hired on that same day number.
Applies To Hours Type (From)
Select the hours type balance that the rule will Crop or Transfer From.
Transfer Hours To This Type (To)
If using the Crop action, this is disabled. If using the Transfer action, select the hours type to move the hours into.
Only If Hours Are Greater Than This Amount
Enter the number of hours that should be moved or cropped if greater than this amount. For all hours, enter zero. To crop or transfer hours greater than a specific amount, enter that amount. Ie Users can have a maximum of 300 vacation hours at any point in time. You would enter 300.00 so that any hours greater than this will be automatically removed.
Additional Notes / Considerations
Rules will apply to the Employee’s Full Time Hire Date, not their actual Hire Date. Be sure to verify this is set for each employee by running the report “Hire Date and Date Off Orientation” in the “Users” category. Be cognizant of Full Time hire dates on the 29th-31st. Not all months will have these dates and we have added handling for this scenario. For simplicity, any users hired after the 28th of the month could have a hire date of the 28th to ensure compatibility.
When a rule needs to make a change, this will be categorized as an “Adjustment” when reviewing the leave transactions. Transactions can be viewed from the user’s profile at the bottom of the “Leave” tab.
Scenario – Jan 1st of each year, all sick hours are removed
To create this rule, you would select
- Action Type: Crop/Remove Hours
- Frequency / When To Run: Annually on Jan 1st
- Applies To Hours Type (From): Sick
- Only If Hours >= This Amount: 0.00
Scenario – User can never have more than 300 vacation hours
To create this rule, you would select
- Action Type: Crop/Remove Hours
- Frequency / When To Run: Every Day
- Applies To Hours Type (From): Sick
- Only If Hours >= This Amount: 300.00
Scenario – Each year on the user’s hire date anniversary, any sick hours > 200 will transfer to vacation time
To create this rule, you would select
- Action Type: Transfer Hours
- Frequency / When To Run: Annually on Hire Date Anniversary
- Applies To Hours Type (From): Sick
- Transfer Hours To This Type (To): Vacation
- Only If Hours >= This Amount: 200.00