LP Allotment Plan - New Hires

We have an allotment plan to grant one floating holiday every year on 1/1, but it is also to be allotted to new hires in their first year on their adjusted hire date.

The current plan is set up to just recognize active employees for the 1/1 allotment and a manual adjustment is made for new hires in their first year.

I want to set up an additional structure group for new hires with an accrual/allotment rule to do a one-time allotment on their hire date to accommodate the new employees in their first year of employment. Does anyone have a plan similar to this? If so, how have you set up allotments to new hires that doesn't happen on a fixed date?

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Infor Lawson Human Resources Group - Discussion

Comments

kee

Kathy,

We have a floating holiday plan setup. However, new hires only get the floating holiday between Jan and June. If you are hired after June 30 you don't get a floating holiday. We don't allow floating holiday to rollover. Either you use it or loss it at the end of the year.

We do our allotment for vacation and floating holiday on 1/2-1/5 each year.

For example an employee is hired on 3/1/13. Our system with give him a floating holiday. During a year end processing we identify new hires for 2013. On 1/2/14 we change all new hires Allotment Begin and Allotment Point to 1/1 on LP31 so they will get their floating holiday on 1/1 even through they have not been with the company for a year.

I would think your current process is giving the employee their floating holiday on the hire date now. Is that what is happening now? How do you allot the floating holiday in their second year of employment? Do you change their Allotment Begin and Allotment Point on LP31?

Legacy Contributor

The service date on the plan is the employee hire date, but the allotment on the existing plan is fixed for 01/01. It only knows to provide an allotment on that date for whomever is in the structure group at the time. When the allotment happened on 01/01/13 for existing employees, there was no allowance in the plan to provide an allotment to new hires in 2013 on their hire date, and I don't believe you can build that into the existing accrual/allotment rule since the hire date allotment only happens once in an employee's history with the company.

We have no restriction for when you start during the year. If an employee starts on 12/30, technically they should get a floating holiday which they would immediately have to use the next day if they don't want to lose it. We also reset the balance each 01/01 so if an employee hasn't used their floating holiday, they lose it, but another is allotted for the next year.

Since the current process for allotting a floating holiday to new employees during their first year on their hire date is manual, I'm trying to eliminate that step and automate it. I'm just hoping to see if there's a better way than building a new structure group and allotment rule for just new hires. If I put this in place, a new hire would be enrolled in two structure groups - the first would allot a floating holiday to them on their hire date and essentially we could put a master end date on new employee's LP31 records after their first year for that one. The second would kick in on the next 01/01 after their hire and they'd stay in that plan as long as they met the eligibility.

Attachment_4336.zip

kee

Kathy,

We have two structure groups for our Floating Holiday plan. One for new hires we use the critera of Hire Date between 01/01/2013 and 06/30/2013 and their employment status. The second one based on the employment status and employee Group. We exclude everyone that is in the new hire structure group. During our year end processing we have to update our structure groups which moves the employees to the correct groups.

You can create a new hire structure group with a hire date of 01/01/2013 to 12/31/2014. The employee would stay in that group for two years. At the beginning of the third year you would change their LP31 Allotment Point to 01/01. You would run your HR155 to update your structure groups then the employee would move to the annual allotment group that gets it on 01/01 instead of your new hire structure group.

We also move the old plans transaction to the new plan to keep the history of the old plan.

I know it seems like a lot of work for a small group of employees. We hire around 30-40 employees by June 30 each year.

I don't know of another way to do this. We had a consultant to help us set this stuff up initially. It has worked great since 2007. We have to tweak each year, but I steps in our year end process have reduced each year.

g-martin

You can easily pro-rate allotments for mid year hires. I'll take a simple example (See LP User Guide, Ch 6 Allotment Examples for more). Let's say EE's hired from 1/1 - 6/30 get 1 Float day and EE's hired from 7/1 on get nothing. First on the Service Rule set 2 entry points 1/1 & 7/1. Then on the Accrual rule, allotment tab set Allotment Point 1/1, Allotment Period =2 ; Allotment Unit = Semi-Years. Set the "Requirements Date" (top portion of LP03.2) with a Date of 32 - Service Begin Date. EE's should appropriatly pro-rate 1 day or zero days. You are limited to the possible combinations of Alloment Periods & Allotment Units. So 4 * quarters, 26 * BiWeeks, etc. I always aim for the simplist setup possible with least manual intervention.

Legacy Contributor

Unfortunately, our plan is to allot the floating holiday to ALL new hires ON their hire date, regardless of when they start during their first year so the service date is their hire date.

I would love to have one accrual rule for both new hires who get their allotment on their hire date and existing employees who all get their allotment on 01/01, but I don't believe it's possible. I was thinking of setting up and accrual AND allotment on the same rule that already exists for the existing employees (with a 01/01 allotment), but the new hire 8 hours only happens once then it's done so I wouldn't be able to use an accrual for that population.

Sounds like we have a pretty unique plan. I believe my separate structure allotment rule for this group will look like this:

Allotment Date: Hire Date
Allotment Period: 1
Allotment Unit: Biweeks
Occurence: Once

I believe that would allot one floating holiday to my new hires in their first pay period then it would stop.

At hire, the new hires would be enrolled in both the existing employee structure with the 01/01 allotment, and the new hire structure with the single occurence allotment so that's about as automatic as I believe I can get. Thoughts?

g-martin

Kathy,
I believe if you changed your Service rule to have an entry point (previous) of 1/1 for all. Then on the Accrual rule set the requirements date to be Service Begin this will work for both EE's with you on 1/1 as well as mid year hires as the allotment requirement date would align with thier service date of 1/1. Based on my understanding of your needs this works. See attached. By the way is this the same Kathy D who used to handle training @ Lawson Corporate? I've been in some of your classes.

Legacy Contributor

Okay, one final question. This will need to apply as well to all existing employees who become newly eligible for this plan as well (status changes, organizational changes, etc.) My assumption is it will work for them as well, correct? It will look to the previous 1/1 from their Adjusted Hire Date (no matter how long ago it was) and grant them their allotment effective with the personnel action change?

Thanks so much Ken for ALL your help. This was a sticky one. Happy Holidays!

g-martin

I'm confident this works fine for all new LP31 records. I would test for EE's who had been in the group previously (LP31 created) had a gap period where they were not eligible and now have become eligible once again (LP31 may have some dates based on original enrollment that impact fuctionality). Too much for me to think through but easy to test.

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