Question
When would we press the Recalculate Accruals button on an employee's TAFW page?
How does the Recalculate Accruals process work?
Answer
Read through this article in full and consider your actions before proceeding. Only do this if you're absolutely sure, because this process cannot be reverted. |
When would we recalculate accruals for TAFW?
The most common reason we would want to select Recalculate Accruals is when a change is made to the accrual rates of an existing TAFW tier. We would then recalculate accruals to force the system to go back and recalculate the accruals based on the updated setup. To do this, navigate to an employee's profile and select Time Off > Accrual History > Start for Recalculate Accruals.
How does the process actually work?
When the Start button is first pressed, the system first recalculates back from the existing Accrual Start Date and then adds on top to whatever is in the bucket currently. If you want the recalculate button to start fresh, you will need to zero out the buckets manually using the edit pencil in the Current Plan Details tab.
This button should NOT be pressed when the employee changes tiers, causing their buckets to zero out unless you want the buckets to calculate as if the employee was always in the updated tier. If they want to ensure the employee's previous accruals pull through to the new tier, the customer will need to manually add these.
If you switch an employee to a new TAFW tier, then the new buckets within that tier will be at zero. To recalculate what they would have accrued from the accrual start date of the new tier, select Start for Recalculate Accruals.
If you want to have the employee keep the hours from their previous tier, navigate to the new Historical Plan Details tab, notate how many hours are in the bucket, and then manually add them using the edit pencil in the Current Plan Details tab. If there were Carry Over Hours that you would like to keep, you can either add those hours to the available buckets or reach out to Care to import those hours.
What accrual period does Recalculate Accruals use?
Recalculate Accruals uses the Accrual Start Date of the tier the employee is currently assigned to. It replays every accrual the employee would have received under their current setup starting from that date — there's no way to choose a different starting point.
As an example, an employee has 20 hours in their PTO bucket and is moved to a new TAFW tier that accrues 5 hours of PTO per payroll run. If 10 payrolls have run since that tier's Accrual Start Date, selecting the Start button for Recalculate Accruals zeros out the bucket and rebuilds it to 50 hours (10 payrolls × 5 hours), replacing the original 20.
You must refresh the page after selecting Start to see the updated totals.
What if I want a bucket to stay at zero?
Recalculate Accruals rebuilds every bucket based on the employee's current tier. If one bucket needs to remain at zero, you'll need to do one of the following after (or instead of) recalculating:
Let Recalculate Accruals run on all buckets, then manually subtract the hours from the one you want to keep at zero.
Skip Recalculate Accruals and manually add the hours to the other buckets yourself, leaving that bucket untouched.