Payroll: Add Bank Accrual Rules to Payroll Schemes

Bank accrual rules accumulate pay or quantities into banks, which hold things like lay days, vacation days, sick days, or banked overtime for later use. You can use banks to withhold a portion of pay earned during working periods to pay out later, to track time accrued for use during time off, or for other custom calculations. You build bank accrual rules using payroll sources, such as crew change records, timesheet entries, or transaction lines, and set conditions to control when each rule applies. For more about how rules are organized and how payroll sources work, see "Payroll: Structure of a Payroll Scheme."

Like extra pay rules, multiple bank accrual rules can trigger from the same record. For example, if a single timesheet matches the conditions of three different bank accrual rules, all three rules trigger. This means the order of rules in the Bank Accruals section doesn't matter.

Before You Begin

Before you set up your bank accrual rules, make sure you have the following in place:

• Set up your earning codes. Learn how in the "Payroll: Set Up Earning Codes" article.
• Set up your payroll classes, with rates applied to each earning code configured for the class. Learn how in the "Payroll: Set Up Payroll Classes" article.
• Make sure each crew member has a payroll class on their profile.
• Set up the banks you'll be accruing into. Learn how in the "Payroll: Set Up Banks" article.
• Set up the payroll scheme you'll be adding the rule to. Learn how in the "Payroll: Set Up Payroll Schemes" article.

Payroll Sources for Bank Accrual Rules

Bank accrual rules use one of the following payroll sources. The payroll source you select determines which fields and values are available when you configure the rule's conditions, and which effects are available in its output. Select the payroll source by clicking its tab when you're configuring the rule.

• Work Period: A payroll source from the old version of our Crew Scheduling module. Still available temporarily for customers who haven't yet transitioned to the new version. It will not create functional rules for any other users.
• Crew Change: Crew change records, whether created through the schedule or as a manual entry. Useful for accruing time tied to work on the vessel, such as lay days or vacation days. Requires the new version of our Crew Scheduling module.
• Timesheet: Time logged in the timesheet. Best for accrual tied to specific tasks or hours worked, such as banking overtime hours. Requires the Timesheets module.
• Time Off: Approved time off requests, such as vacation, sick days, or bereavement.
• Transaction Line: Pay lines generated by earlier rules in the payroll scheme, such as rate rules and extra pay rules. Use Transaction Line when you want to accrue based on what's already been paid, rather than recreating the original conditions. For example, instead of writing a separate accrual rule for every earning code that should trigger a vacation accrual, you can write one rule that accrues whenever a transaction line uses one of those earning codes.
• Date: A specific date or set of dates. Most commonly used for accruals tied to statutory holidays.
• Payroll Period: The payroll period itself. Use for period-based accruals.

Adding a Bank Accrual Rule

When you build a bank accrual rule, you'll see the payroll source tabs along the top of the rule, the conditions on the left, and the effects on the right. For more about conditions and effects, see "Payroll: Structure of a Payroll Scheme."

To add a bank accrual rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Bank Accruals section has no rules yet, click Add Bank Accrual.
   • If the Bank Accruals section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects. Available fields vary by payroll source.
   • Payroll Class Source: On most tabs, keep Use pay line payroll class selected to use the payroll class from the pay line that triggered this accrual, or clear it and select From Mapping or From Person. On the Date and Payroll Period tabs, the checkbox is not available and you select the source directly.
   • Earning Code: Keep Use pay line earning code selected to use the earning code from the pay line that triggered this accrual, or clear it and select a specific earning code.
   • Bank: Select the bank in which the accrual should be stored.
   • Secondary Bank: If the primary bank has a maximum limit, select a secondary bank to receive anything above the limit.
   • Excess: Select Pay Out or Ignore to determine how overflow is handled. Available on the Crew Change tab.
   • Excess Earning Code: Select the earning code to use for overflow. Available on the Crew Change tab.
   • Quantity: On most tabs, keep Use pay line quantity selected to use the quantity from the pay line that triggered this accrual, or clear it and enter a quantity or formula. On the Date and Payroll Period tabs, the checkbox is not available and you enter the quantity or formula directly.
   • Bank Accrual Factor: Keep Use earning code bank accrual factor selected to use the factor from the earning code, or clear it and enter a value. The bank accrual factor is the percentage of pay that should be banked. You can enter a negative value when the accrual should reduce the bank balance, such as when deducting an overpayment from a leave bank.
8. Click the checkmark (√) button on the rule to confirm the rule.
9. Click Save Changes to save the payroll scheme.

Example

The following example shows a common pattern for bank accrual rules.

A leave accrual for deckhands and engineers

This rule accrues 0.5 to the Leave bank for each timesheet entry from a Deckhand 1 or Engineer 1. The condition Person: Payroll Class is Deckhand 1, Engineer 1 limits which crew members trigger the rule. Use pay line payroll class and Use pay line earning code are selected so those values come from the pay line, while Quantity is set manually to 0.5. Excess is set to Pay Out so any overflow beyond the bank's limit is paid out.