How do I set up a Service Based Rule?

This section will talk you through, step-by-step how to set up a serviced based absence rule. You will set up a rule for the following entitlement:

  • 28 days holiday (including Bank Holidays) per annum i.e. 28 days x 8 hours per day = 224

  • An extra day of entitlement for every year i.e. an extra 8 hours

  • Capped at 5 extra days i.e. 33 days/264 hours in total after five years

A - Getting Started

  1. Select Admin from the main menu

  2. Select Finance from the submenu

  3. Select Absence Rules

  4. Select Add to create a new rule

  5. Enter a Name for the rule - Enter Company Holiday

  6. Enter a Description for the rule - Enter Company Holiday rising a day a year, capped at 5 extra days

  7. Select a System Event e.g. Employee Holiday

  8. Select Add Effective Date - this will display more sections on the screen including Entitlement Settings, Carried Forward and Payment Settings as well as those for the Effective Dates

B - Entering the Entitlement Settings

  1. Select the Entitlement Method - for this walk through use Defined

  2. Select the Entitlement Type - Select the type of rule (either Fixed or Service Based) - in this walk through we are interested in adding an extra day’s holiday for each year of service up to 5 years, so select Service Based. Making this selection will alter settings available lower down the screen

  3. Select the Entitlement Unit - Select Hours for this walk through - again you will see the screen values change for the entitlements. There is no need to make any changes to the Carried Forward or Payment Settings

C - Ensure correct Service Settings

  1. The Service rules that we are setting up add one extra day of service for every year served up to a maximum of five years. Therefore, Service Units needs to be changed to Years

  2. The additional days of entitlement are added on an annual basis. Therefore, select Next Annual for Service Applied Type

D - Adding the Yearly Service Entitlements

This is an iterative, multi-step process, whereby you will need to add a Service for each year of service (starting at 0, going through to 5 - from the base year 0 the employee will be entitled to 224 hours holiday. through to 5 years where they are entitled to 264 hours - 40 hours more for their 5 years of service i.e. 8 hours or 1 day for every year served)

  1. Select Add Service from the toolbar

  2. Enter Entitlement (for base Service year 0 this is 224 hours, going)

  3. Set the Percentage to 100.00
    Add the additional Service Based Entitlement Rules - one per year, entering the values shown in the diagram above. Do this by repeating Steps 14 - 16. Each time you add a Service, the Service number will increment by 1

  4. Finally, select Save from the toolbar. This rule is now ready to be assigned to an employee