Time Off Accruals
Time off entitlement can build up over time based on clear, configurable rules. This guide explains how to model and operate accruals end-to-end within the Synel system.
Key Points
Accrual = entitlement builds up in proportion to employment time
Supports yearly, monthly, or weekly accrual patterns
Controls for start date, carry-over allowance, and cycle start
Long Service Rewards extend entitlement based on continuous service
Rounding applies to balances and carry-over (days only)
Widgets display rounded values; logs always show true values
What Is Time-Off Accrual?
Accrual means building up absence entitlement over time. Employees earn time off as they work, so part-year employment grants a proportional allowance. Accruals can be defined per absence type and contract type.
Policy Framework
Tailor it – Define PTO rules per employment type and practical constraints
Build clarity – Specify when, how, and for what reasons employees may take time off
Formalise – Encode policy in the HR system to apply rules automatically
Report and track – Analyse absence rates and balances to ensure policy effectivenessAccrual Rule Model
Each accrual rule controls how entitlement is calculated and applied. To view or create one:
Go to Work Rules → Accruals.
Click the orange “+” button to add a new rule, or the pencil icon to edit an existing rule.
Complete the following fields:
Rule name – The internal name of the policy (e.g. Standard 25 Annual Rule).
Absence Type – The type of leave the rule governs (e.g. Holiday, Birthday Leave).
Contract Type – The employment category the rule applies to (e.g. Fixed Hours, Variable Hours).
Active toggle – Turns the rule on or off.
Accrued – The number of days or hours accrued per cycle (e.g. 2.35 Days per Month).
Annual – The total allowance once all accruals are complete.
Maximum Carryover – The number of unused days or hours that can transfer to the next cycle.
Include Long Service – Enables additional entitlement based on length of service.
Balance Rounding Rule / Carryover Rounding Rule – Choose whether to round balances or carry-overs (None, Round up to whole, Round up/down to half).
Allow Future Balance – Determines whether employees can request leave in advance of accrual.
Recurrence Pattern Type – Select Yearly, Monthly, or Weekly depending on how often entitlement accrues.Recurrence and Date Range
Below the main rule fields:
Start Date – When the rule begins (e.g. 01/01/2024).
Range Type – Either No end date or a defined period.
This defines when the accrual rule is active.Length of Service Bonuses (Long Service Rewards)
If Include Long Service is enabled, a section appears allowing you to configure milestone bonuses.
Defer to the next annual leave cycle – Delays the bonus until the next cycle if required.
Length of Service – Choose a logical rule such as Greater than, Between, or Less than.
Years – Specify the threshold (e.g. 4, 5, 6 years).
Bonus – Enter the additional entitlement (e.g. +1 day).
You can create up to five separate service conditions.This feature is based primarily on the Continuous Service Date, with Start Date used as a fallback.
Apply To Section
Define who the rule applies to:
Employees – Select individual users, or use Select All to apply to everyone.
Employment Types – Restrict to certain contract categories.
Departments – Apply by department.
Locations – Apply by site or region.You can mix targeting criteria — the system treats them as logical OR conditions.
Examples
Example Rule Value Annual Allowance 28 Days Accrual Pattern Monthly Accrual per Cycle 2.35 Days Carry-Over Limit 5 Days Cycle Start 1 April Rounding Rules (Days Only)
Rounding is only available for accruals measured in days. When using hours, these fields are hidden.
Round Balance – None, Round up to whole number, Round up/down to nearest half.
Round Carry-Over – Same options as above.Display and Audit Behaviour
Absence Widget: shows the rounded balance if rounding is enabled.
Tracking View: can show either the rounded or true balance.
Activity Log: always records the unrounded, true values.
Activity Log Events:
Accrued, Approved, Taken, Adjusted, Carried Over.
Totals reflect the unrounded accruals for audit accuracy.Implementation Checklist
Define which absence types accrue entitlement.
Decide units – Days or Hours.
Choose recurrence – Yearly, Monthly, Weekly.
Set start date and carry-over limits.
Configure rounding (days only).
Define any long-service reward tiers.
Test accrual calculations in a sample period.
Review Activity Log for expected outcomes.
Train managers on widget, tracking, and audit behaviour.
FAQs
Q: Does rounding change entitlement or only what is displayed?
A: Rounding affects stored balances when applied to balance or carry-over. The log still records true values.Q: Can I round when accruing in hours?
A: No. Rounding only applies to accruals in days.Q: How does continuous service calculate?
A: The system uses Continuous Service Date primarily, with Start Date as fallback.Q: Can accrual vary by contract or location?
A: Yes. Use Contract Type and target long-service tiers by Employment Type, Department, or Location.
Q: How do I verify a month’s accrual?
A: Check the Activity Log for the “Accrued” entry, compare the unrounded value, and confirm the rounded figure in the widget.