The concept of "Initial Accrual Method" has been introduced in the vacation settings.

Initial accrual is a logic that should be applied to scenarios where users accrue according to certain rules only on their first time accrual and until all initial conditions are met. After a user meets the initial conditions then the regular accrual method should apply to the same user.

Initial accrual method is relevant only for two methods: Dividing Date and Title seniority extra amounts. In this article you will find information about extra amounts.

When creating new extra amounts settings we strongly suggest, whenever possible, to use the "initial and regular accrual method logic". The main reason is a better performing calculation.

A simple way to read and understand the vacation settings is to divide them into sections. For this purpose we have horizontal lines to define where one section starts and where it ends.

Unit of accrual: Here you can define the save up unit in either days or hours. Although it is a setting for the accrual this choice affects the unit used when applying the absence. For instance, if the accrual is set in days then also the spending will be in days.

Validity: here you can define for which period this setting applies. In most cases the validity matches the holiday period, however, if needed you have the flexibility to set a different period. For more information about the validity of settings, please go to New Logic in vacation settings

The accrual section is divided into two sides: the left side relates to initial accrual methods and the right side relates to the regular accrual methods.

When using the Initial accrual method you should use the set of Initial extra amounts fields that appear when selecting the Title seniority extra amount.

In the initial extra amounts you can set the amounts and the waiting period for the first release of the amounts. On the right side, instead, you should select the Basic accrual method with release on Current holiday period, and insert the amount the user should receive after all the conditions of the initial extra amounts are met. This logic gives us more flexibility and allows to separate the conditions of the initial accrual from the regular accrual. For instance, you can have an amount in the regular accrual that is different than the amount set in the initial extra amount.

Example 1a: a user starts on 01.01.2021 with title Student assistant and on 01.03.2021 become Salgsassistent. Our user receives the amount of 5 days on 01.12.2021 (first time release). At the start of the following holiday periods our user will continue to receive 5 days as set on the regular accrual side.

Note that the qualifying period is calculated from when our user holds one of titles that are in the Title field, thus in this case from 01.03.2021 when our user becomes Salgsassistent.

Example 2a: A user starts working as Salgsassistent on 01.01.2021 and on 01.06.2021 changes to Salgsassistent-time title. On 01.07.2021, our user becomes Butikschef.

The release of the 5 extra days will be on 01.02.2022 (first time release). At the start of the following holiday periods our user will receive 6 days as set in the regular accrual field.

In this case we count the qualifying period as follows:

When using this set up the waiting period is calculated in relation to how long a user holds a title. If users have multiple title changes the periods spent in each title are cumulative and considered as qualifying period.

If you select the option "no initial accrual method" the initial accrual method will not be applied. Thus, you can directly set the regular accrual on the right side. However, you still have the option to use extra amounts in the same way as initial and regular accrual methods. As mentioned above we suggest to use the initial and regular accrual method whenever possible.

When no initial accrual method is selected, on the regular accrual side you can select any accrual method and that calculation will be regularly applied as long as the setting is valid.

Here you will find the possible set ups and combination to create extra amounts with no initial accrual method.

Extra amounts with the Basic accrual method can be used to create a setting that releases an amount after a waiting period of months that are defined in the months' field.

How is the waiting period calculated?

When using this set up the waiting period is calculated in relation to how long a user holds a title.

Example 1. A user starts working as Salgsassistent on January 1st. It will receive the extra amount on September 30, after 9 months with the title Salgsassistent. In this case the release date is 9 months after the user's start date but only because the user had one of the titles that are in the Title field since its starts date.

Example 2. A user starts working as Souschef on January 1st and on March 1st its title changes to Butikschef. The user will receive the extra amount on November 30th.

Example 3. A user starts working as Salgsassistent on January 1st and on May 1st it changes to Salgsassistent-time title. On July 1st, our user becomes Butikschef.

The release of the 5 extra days will be on November 30th.

In this case we count the qualifying period as follows:

From example 3 you can see that if users have multiple title changes the periods spent in each title are cumulative.

Note that the examples are based on the settings in the picture above.

What happens after the user receives the 5 extra days?

After the user receives the extra days for the first time, if the setting is still valid and the user has one of the title set in the Title fields then at the start of each holiday period it will receive the same amount. It becomes a "regular accrual" even though we are not using an initial accrual + regular accrual. The main difference, and to some extent also limitation on having this type of set up is that you cannot set an amount for regular accrual that is different than the one set in extra amounts.

Even though this set up delivers the expected result releasing the amounts according to the waiting period and then becoming regular after the conditions are met we strongly suggest, whenever possible, to use the "initial and regular accrual method logic" when creating new settings. The main reason is a better performing calculation.

It is possible to combine the extra amounts with the main accrual. Combining these settings would limit the number of settings and give the opportunity of having main accrual and extra amounts in the same vacation type. Be aware that this solution is ideal only when you need that the extra amount is a fix amount and not calculated proportionally.

Example 4.

A user starts working on 01.02.2021 with title Optician. The employee is entitled to 28 vacation days. After 24 months it should receive 1 extra day and another extra day after 36 months. In fact, according to the settings above our user will have the following releases:

If the user of our example has an end date on 30.06.2025 there is a proportional calculation of the full year amount while the extra amounts are released fully. The calculation would be as follows:

Note that the extra amounts are fix amounts and they are not calculated proportionally.

Remember that the waiting period in the extra amounts depends on the time the user spend with the required title.

Another way to set up extra amounts is to use the accrual method Basic in combination with Seniority months.

When using seniority months the qualifying period is calculated from the user's start date regardless of the titles held before the title with the right to accrue.

Example 5. A user starts working on 01.01.2021 and holds the student assistant title until 31.10.2021. On 01.11.2021 our user becomes Butikschef and on 01.11.2021 receives 5 days because the employment relationship had already lasted 9 months.