Configure accrual policies

Define how employees earn absence allowance, how flair prorates it, and when unused allowance carries over or expires.

Who can use this?

HR Admins in Salesforce. Employees see their resulting allowances in the Employee Hub and mobile app.

Before you begin

• Create the relevant absence category.
• Assign active workloads to employees for every period covered by the policy.

Configure accrual and proration

1. From the App Launcher (⋮⋮ grid icon), open Absence Settings.
2. Select an absence category.
3. In the Accrual Policies panel, click Create.
4. Enter the policy settings.
5. Configure the workload, period, and rounding options.
6. Click Save.
7. Assign the policy to employees.

Use these settings to define the accrual:

Setting	What it does
Accrual Policy Name	Identifies the policy.
Absence Category	Selects the absence type that receives the allowance.
Amount	Sets the number of days or hours earned in each interval.
Interval	Sets the earning period. Anniversary uses each employee's start date.
Start Accruing On	Sets when accrual begins.
Grant full allowance at the start of an interval	Grants the interval's allowance at once and can grant future allowance in advance.

Choose a Workload Proration Type based on how workload affects the allowance:

Value	Result
Do not prorate based on workload	Full-time and part-time employees receive the same allowance.
Prorate based on workload	flair uses the employee's working days per week.
Prorate based on FTE percentage	flair uses the employee's full-time equivalent percentage.

Choose a Period Proration Type to control partial periods:

Value	Result
Do not prorate by period	The employee receives the full interval allowance.
Prorate by days	flair prorates from the employee's start date by day.
Prorate by months	flair prorates from the employee's start date by month.
Prorate by full months	flair excludes an incomplete starting month.

Use Rounding Type to round the final result or each workload segment. Use Rounding Mode to keep the value, round to a whole number, or round to a half value.

Common settings in Germany, Austria, and Switzerland use working-day proration with Prorate by days. A common United Kingdom configuration combines working-day proration with Prorate by months. Confirm the applicable rules for your organization.

Configure expiration and carryover

1. In the accrual policy, open the expiration settings.
2. In Accrued days expire, select an expiration method.
3. For carryover, enter the amount when the method requires a limit.
4. Select the expiration day and month.
5. Select the Year Offset.
6. Click Save.

The available expiration methods are:

Method	Result
Never	Allowance does not expire.
At the end of an accrual interval	Allowance expires at the interval boundary, with an optional offset.
With unlimited carryover	All remaining allowance moves to the next period.
With regulated carryover	Only the configured amount moves to the next period.

Year Offset is relative to the year in which the accrual period ends. For carryover, Same year expires allowance in that year, Next year in the following year, and later values extend it further. For At the end of an accrual interval, the offset starts with Next year, which means the interval boundary.

Use Same year when the leave year crosses a calendar-year boundary but carryover must expire before that leave year ends. Later offsets can keep allowance for up to four additional years.

note

With an Anniversary interval, each employee's accrual period ends on their anniversary date. The Year Offset is calculated from that employee-specific boundary.

Increase allowance over time

1. In the accrual policy, open Amount Change Rules.
2. Select Change leave allowance based on employee's age or years of service.
3. Optional: Select Additional leave is used first.
4. If the policy's Interval is Yearly, optionally select Grant in the Next Accrual Period. This grants the additional allowance from a years-of-service rule in the accrual period after the one containing the employee's anniversary, instead of the period the anniversary falls in. It works independently of Additional leave is used first.

5. Select the interval for additional allowance.
6. In Apply After, enter the age, service, or custom-field threshold.
7. In Type, select the basis for the rule.
8. If you select Custom Field, choose an Employee Number field with zero decimal places.
9. In Change Original Amount By, enter the adjustment.
10. To add another threshold, click Add Rule.
11. Click Save.

Rules do not stack. Each Change Original Amount By value is measured against the policy's original amount.

To add an eligible field, create a Number field with zero decimal places under Setup → Object Manager → Employee → Fields.

Replace an outdated accrual policy

Follow this order so employee balances transfer to the replacement policy.

1. On Absence Settings, select the absence category and old accrual policy.
2. In the Employees panel, select all assigned employees.
3. Open Show menu, click Delete, and confirm the assignment deletion.
4. In the Accrual Policies panel, click Create.
5. Configure the replacement policy, and then click Save.
6. In the Employees panel, click Assign.
7. Use the same start date as the previous policy.
8. Click Select Employees.
9. Select the affected employees, and then click Assign.
10. After the balances transfer, archive the old accrual policy.

End an employee accrual policy

Setting an end date preserves policy history and is the recommended method.

1. On Absence Settings, select the Employee Absence Category and accrual policy.
2. Select one or more employees.
3. From the assignment menu, click Edit.
4. Select an End date.
5. Click Save.
6. After processing finishes, click Close.

To remove an assignment instead, select the employee, open the assignment menu, click Delete, and confirm the deletion. You can also disable the category on the employee's Absence Categories list.

Adjust a policy with Salesforce Inspector Reloaded

Use this method only when the standard interface cannot make the required change.

warning

This procedure disables flair triggers temporarily. Record the existing setting and restore the triggers immediately after the edit.

1. In Salesforce Setup, search for Custom Settings.
2. Open Flair Migration Settings.
3. Click Manage.
4. Click New, and then enter the value that disables the required triggers.
5. In Salesforce Inspector Reloaded, edit the accrual policy fields.
6. Return to Flair Migration Settings.
7. Delete the temporary value. The flair triggers are enabled again.

Troubleshooting

Allowances are not generated or have the wrong amount

Check these settings before triggering a recalculation:

• The accrual policy has no unintended end date.
• Carryover and expiry settings match the policy.
• The employee's Employment Term has no unintended end date.
• The employee has an active workload for the relevant year.
• The correct accrual policy is assigned to the employee.
• The absence category's workload and deduction settings match the policy.
• The location or Public Holiday Calendar contains the relevant holidays.

If negative allowances should expire, enable Allow Negative Expiration on the absence category. The setting is disabled by default.

Monthly policy values look wrong in reports

Some reports use yearly values and do not represent monthly accrual policies accurately. Review the employee's Employee Absence Category for the current allowance, and contact flair Support if the policy itself is correct.

Related articles

• Configure absence policies
• Correct allowances
• Request and approve absences
• Timesheets and workloads