Attendance Plans

1. New
   To create a new Attendance Plan, click on 'New'.

2. General Tab

1. Active Flag
   This allows Users to toggle the plan from Active to Inactive. This will determine whether the plan shows up throughout the system, such as for adding the plan under an Employee Profile.
   Note: If an Attendance Plan is in use on an Employee in the system, adjustments to the Plan Year, Calculation Method, or Period may yield negative results. If there needs to be structural changes to this Attendance Plan, it is advised to make a copy or create a new Attendance Plan.

2. Plan ID
   This field is used to assign an identifying name to an Attendance Plan.

3. Plan Description
   This field is used to insert additional details regarding the name of an Attendance Plan.

4. Company
   Select the Company this plan should be linked to. This lookup will bring up all Companies available for selection on the site.
   Note: For information on configuring the Companies available in the lookup, please see the Module Options Maintenance.

5. Plan Type
   The Plan Type is used only for reporting and analytic-related purposes. The options available for selection are Vacation, Personal, Sick, Bereavement, Jury Duty, and Other. These are hardcoded values that cannot be modified or expanded by users. They serve as standardized categories within the system to ensure consistency in data classification, allowing for accurate and meaningful reporting and analysis within LightWork Analytics.

6. Plan Year
   Select the Plan Year setting attributed to this plan. The options available for selection are Annual, Fiscal, and Anniversary. See below examples of each of these year types.

1. Annual
   If the Attendance Plan year is Annual with a start date of January 1st and the Calculation Period is a Lump Sum Year, time is allocated as a lump sum to each Employee at the start of the calendar year (January 1). The year closes on December 31st and available time is carried over to the next year (On January 1st, they receive their lump sum allocation for the New Year).
   Note: Due to Plan Level and Seniority Level Max Carry Over thresholds, there are some scenarios where not all available time will carryover.

2. Fiscal
   If the Attendance Plan year is Fiscal with an example start date of July 1st and the lump sum period is Year, time is allocated as a lump sum to each Employee at the start of the fiscal year. The year closes on June 30th and available time is carried over to the next year. On July 1st, they receive their lump sum allocation for the new fiscal year.
   Note: For more information on overriding the Fiscal Year Start, please see the Module Options Maintenance.

3. Anniversary
   If the Attendance Plan year is Anniversary and the lump sum period is Year, time is allocated a lump sum to the Employee on their Seniority Calculation Date. The plan year closes one day before their selected Seniority Calculation Date on their Employee Profile and available time is carried over to the next year. On the first day of their new anniversary year, they receive their lump sum allocation for the new anniversary year.

7. Calculation Method
   The methods available are None or Manual, Accrual, and Lump Sum. If the calculation method is Accrual, all amounts earned are per year. If the calculation method is Lump Sum, all amounts earned are per Accrual Period (week, month, quarter, or year).
   Note: The Lump Sum method gives employees a lump sum of accrued time at regular intervals. Plan Periods dictate the selected interval such as week, month, quarter, or year. The type of Plan Year and the selected Plan Period determines how lump sums are allocated. Also, the seniority levels specified for the plan determine the amount of time Employees receive in each lump sum allocation.

8. Plan Period
   If this field is not able to be enabled that is due to the Calculation Method selection. If the Method is None or Manual, the Plan Period will be set to none. If the Method Accrual, the Plan Period will be set to By Day. If Lump Sum is selected for the Calculation Method then the Plan Period field enables for selection. The Periods available for selection are Lump Sum Week, Lump Sum Month, Lump Sum Quarter, and Lump Sum Year.

9. Maximum Hours Usable - Period Type
   LightWork will block approval of Timesheets where the Maximum Hours Usable per Period are exceeded. If None is selected, this signifies that there are no restrictions on the maximum amount of Attendance transactions entered on a Timesheet, so the approval is never blocked. For example, setting this field to None would allow Users to troubleshoot Timesheets where the Maximum Hours Usable was being encountered but a Timesheet approver would like to approve it anyway.

10. Maximum Hours Usable Per Period
    The value entered in this field is the maximum hours that are usable per each period. LightWork will block approval of Timesheets where the Maximum Hours Usable per Period are exceeded.

3. Eligibility Tab
   Note: Depending on the Type selection (listed below), the other fields on the modal change accordingly. Once all desired selections have been made, that adds the Rule Group.

   1. Add Rule Group
      Selecting the Add Rule Group button allows users to configure Eligibility Rules.
      Note: You can add more than one Eligibility Rule to a Rule Group.

   1. Description
      This field is used to enter detailed descriptions regarding this Rule Group.

   2. Type
      Select a type of Salary Hourly, Employee Type, Organization Level, Company, and Calculation of Eligibility Date.

   3. Include/Exclude Matches
      The radio button selects to Include Matches or Exclude Matches to the eligibility rule settings.

   4. Include In Plan Enrollment
      Selecting the ‘Include in Plan Enrollment’ checkbox will make the Attendance Plan available for use in the Plan Enrollment process.

4. Plan Levels Tab

   1. Seniority Calculation Date
      Select the date to start calculating the Employee's length of service for the plan. Select from Last Hire Date, Original Hire Date, or Seniority Date. This will populate the default value that is shown on the Employee Profile Attendance accrual modal.

   2. Seniority Calculation As Of
      This is a standard value that cannot be modified always ‘Accrue Through Date’.

   3. Maximum Carryover
      This is the plan-level Maximum Carryover. The Maximum Carryover amount must either be zero or exceed the minimum identified value for all Seniority Level's Max Carryover amounts (i.e. the Max Carryover listed under the Seniority Levels table).

   4. Seniority Levels
      Seniority Levels can be used to calculate accrued time. For example, a seniority level can state that after six years of service, time is accumulated at the rate of 10 days per year. The Employee’s seniority is based on the selection configured under the Seniority Calculation Date field.

   1. Months
      Add a new Seniority Level by clicking into the Months cell to enter a value that will add the first seniority level for the Attendance Plan. The value configured under the 'Months' cell dictates the number of months after which an Employee earns time.

   2. Units Earned
      The value configured under the 'Units Earned' cell dictates the number of hours earned by the Employee at that seniority level.

   3. Max Available Units
      The value configured under the 'Max Available Units' cell dictates the upper limit to the hours calculated for that seniority level.

   4. Max Carryover
      The value configured under the Max Carryover cell dictates the upper limit to the hours that can be carried over to the next year.

5. Hours Worked Tab
   This setting works with an Attendance Export Interface type so that Hours entered on a Timesheet with Attendance Pay Codes can be pulled into the Export to turn these from Timesheet Line Items to Attendance Transactions in the Employee Profile. Once the Export is finalized the Transactions can be used in the Accrual Process so that they then affect the Attendance Plan Balances.

   1. Accrue Based On Hours Worked
      Selecting the ‘Accrue Based on Hours Worked’ checkbox would accrue a certain amount of time for each hour an Employee works. Once this configuration option is enabled, further configuration options become available such as Maximum Hours Worked, Maximum Hours Worked Period, and Pay Code selections.

   1. Maximum Hours Worked
      The maximum number of hours that an Employee works in a designated period (see Maximum Hours Worked Period) that will count toward the accrual process. If this field is set to '0.00', there will be no cap on the number of hours an Employee can work that will count toward the accrual process.
      Note: The Maximum Hours Worked and Maximum Hours Worked Period are both used to set the threshold of hours worked that count towards the accrual process. For example, if the Maximum Hours Worked field is set to a value of '40.00' and the Maximum Hours Worked Period is set to 'Pay Period' and an Employee works 45 hours that Pay Period only 40 of those hours will accrue paid time off.

   2. Maximum Hours Worked Period
      The time period in which the Maximum Hours Worked would apply. Options that are available are: Pay Period, Weekly, Biweekly, Monthly, and Annual.
      Note: The Maximum Hours Worked and Maximum Hours Worked Period are both used to set the threshold of hours worked that count towards the accrual process. For example, if the Maximum Hours Worked field is set to a value of '40.00' and the Maximum Hours Worked Period is set to 'Pay Period' and an Employee works 45 hours that Pay Period only 40 of those hours will accrue paid time off.

   3. Pay Code
      Select the Pay Code(s) you want to count toward the Employees hours worked bucket for the accrual process.

6. Save
   Once you are satisfied with your selections, click on 'Save'.