Employee Entitlements
Executive Summary
Employee Entitlements is where payroll and scheduling staff track each employee's balances for time-off types that are measured in days or hours (for example vacation or sick time). Staff search for an employee, open that employee's entitlements, and add or adjust a balance for each time-off type. For each entitlement they can post accruals, adjustments, payouts, a reset of the balance, or time off. Time off entered here is also created in AlayaCare as employee unavailability, and deleting it here removes it from AlayaCare. Every transaction updates a running balance, and the whole set of entitlements and transactions can be exported to Excel.
Key Features
- Search for an employee by name and open their entitlements
- Create an entitlement for a time-off type, with a maximum balance and an option to allow a negative balance
- Optionally create the entitlement with an opening balance
- Review each entitlement's current balance, value type (days or hours), maximum balance and last balance update
- Post Accrual, Adjustment (+), Adjustment (-), Set Balance and Payout transactions with a running balance
- Enter up to five days of time off at once, creating the matching unavailability in AlayaCare
- Delete time-off transactions, which also removes the unavailability in AlayaCare
- Export all employees' entitlements and transactions to Excel, or one employee's to their own workbook
Typical Workflow
- Type part of an employee's name in Employee, choose the employee from the list, and click Apply.
- On the employee's page, click New Entitlement (or New Entitlement (with Opening Balance)), choose the Time Off Type, set the Maximum Balance and Allow Negative Balance, and click Save.
- Right-click the entitlement (or use the transactions icon in Manage Records) and choose Transactions.
- Use Accrual, Adjustment (+), Adjustment (-), Set Balance, Payout or Time Off to post transactions. Each one updates the Current Balance.
- Use the back arrow to return to the employee, and Export to save the data to Excel.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, the employee's entitlements and the transactions for an entitlement |
Main Grid
The first page has no grid. It only has an employee search box and buttons. The grids are on the employee's entitlements page and the transactions page, described below.
Main Grid Filters
| Filter | Purpose |
|---|---|
| Employee | Search box. Type part of a name to list matching AlayaCare employees, then pick one. Only a selected employee is accepted. |
Actions
| Button | Description |
|---|---|
| Apply | Opens the selected employee's entitlements. A warning "Please Select An Employee" is shown if no employee is selected. |
| Export | Exports the entitlements and every transaction for all employees to Excel. |
Dialog Components
Employee Entitlements (employee page)
Opens when you click Apply. The top of the page shows the Employee, Address and City / Zip (read-only). The back arrow returns to the search page.
Employee Entitlements — Grid
Lists the employee's entitlements, 14 rows per page.
| Column | Description |
|---|---|
| Entitlement Type | The time-off type. |
| Current Balance | The latest balance. |
| Value Type | Whether the balance is measured in Days or Hours. |
| Maximum Balance | The most the balance may reach. 0 means no maximum is enforced. |
| Allow Negative? | Checked when the balance may go below zero. |
| Last Balance Update | When the balance was last recalculated, in your local time. |
| Add Method | How the entitlement was created (for example Manual or Import). |
| Manage Records | An edit icon and a transactions icon. |
Employee Entitlements — Grid Actions
| Button | Description |
|---|---|
| New Entitlement | Opens the Entitlement dialog to add a time-off type for this employee. |
| New Entitlement (with Opening Balance) | Same, with extra fields to record an opening balance. |
| Export | Exports this employee's entitlements to Excel. The first sheet lists the entitlements and there is one further sheet per entitlement listing its transactions. |
| Edit (right-click a row, or edit icon) | Opens the Entitlement dialog to change the maximum balance and allow-negative setting. |
| Transactions (right-click a row, or transactions icon) | Opens the transactions for that entitlement. |
Entitlement
Opens from New Entitlement, New Entitlement (with Opening Balance) or Edit.
| Field | Description |
|---|---|
| Employee | The employee (read-only). |
| Time Off Type | Shown when adding. Lists the time-off types that have been set up as Days or Hours. Choosing one fills in that type's default maximum balance and allow-negative setting. |
| Maximum Balance | The highest balance allowed. |
| Allow Negative Balance | Allows the balance to go below zero. |
| Transaction Date / Time / Description / Value To Use | Only on New Entitlement (with Opening Balance). Records a Set Balance transaction for the opening balance. |
Click Save to save or Cancel to close. Warnings: "Type Required", "Type already exists for this employee" (an employee can have only one entitlement per time-off type), "Transaction Date Required", "Transaction Time Required" and "Transaction Amount Required".
Employee Entitlement Transactions
Opens from Transactions. It shows the Employee and Time Off Type (read-only). The back arrow returns to the employee's entitlements.
Employee Entitlement Transactions — Grid
Lists every transaction for the entitlement, 14 rows per page.
| Column | Description |
|---|---|
| Transaction Date/Time | When the transaction takes effect. |
| Transaction Type | Time Off, Accrual, Adjustment - Add, Adjustment - Deduct, Set Balance or Pay Out. |
| Value Added | Amount added to the balance. |
| Value Subtracted | Amount taken from the balance. |
| Current Balance | The balance after this transaction. |
| Description | Free-text description. |
| Add Method | How the transaction was added. |
| Manage Records | A delete icon. |
Employee Entitlement Transactions — Grid Actions
| Button | Description |
|---|---|
| Time Off (Days) / Time Off (Hours) | Opens the time-off entry. The label shows the entitlement's value type. |
| Accrual | Adds an amount to the balance. |
| Adjustment (+) | Adds an amount to the balance as a correction. |
| Adjustment (-) | Deducts an amount from the balance as a correction. |
| Set Balance | Records a balance reset. |
| Payout | Deducts an amount that was paid out. |
| Delete (right-click a row, or delete icon) | Deletes a time-off transaction after a confirmation. Available only for time-off transactions that were created in AlayaCare, which are the only ones that can be deleted. |
Transaction entry
Each button opens a dialog headed with the transaction type and a line explaining whether it increases or decreases the balance in days or hours.
For Accrual, Adjustment (+), Adjustment (-), Set Balance and Payout:
| Field | Description |
|---|---|
| Transaction Date / Time | When the transaction takes effect. |
| Description | Optional note. |
| Value To Use | The amount, which must be greater than zero. |
For Time Off, enter a Description and up to five rows under AlayaCare Unavailability Details. Each row has a Transaction Date, a Time (the start time) and a value in days or hours. Leave a row's date empty to skip it.
Warnings you may see: "Amount Required", "Transaction Date Required", "Transaction Time Required", "Negative Balance not allowed", "Maximum Balance exceeded", "Time required for transaction n", "Daily Value required for transaction n" and "Value cannot exceed 1 day for transaction n".
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Time Off Types | Time-off types offered when adding an entitlement. A type is listed only once it has been set to Days or Hours. It supplies the default maximum balance, the default allow-negative setting, and the length of a day used when entering time off in days. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply
- Requires an employee to be selected.
- Signs in to AlayaCare and loads the employee's details.
- Creates the employee's local entitlement record if it does not exist, or refreshes the name and address if it does.
- Opens the employee's entitlements page.
Time Off (Save)
- Checks each entered row and the balance rules (negative balance not allowed unless the entitlement permits it).
- For each row with a date, creates a time-off unavailability for the employee in AlayaCare, described as "Integration:" followed by your description. It starts at the date and time entered and lasts the value entered (a day's length for days, one hour per unit for hours).
- Reads the new unavailability back from AlayaCare and saves a Time Off transaction linked to it.
- Recalculates the balance.
- If AlayaCare rejects a row, an error is shown for that row.
Delete a time-off transaction
- Asks for confirmation.
- Deletes the unavailability in AlayaCare.
- If AlayaCare confirms, removes the transaction and recalculates the balance, then shows "Transaction deleted".
Export (main page)
- Builds an Excel workbook with two sheets. Entitlements lists each employee's entitlements (name, AlayaCare IDs, address, city, zip, time-off type, balance, last balance update). Transactions lists every transaction (transaction ID, time-off type, date/time, type, description, value added, value subtracted, add date/time, add user).
- Downloads the file named EntitlementExport_{date and time}.xlsx and shows "Exported Successfully".
Export (employee page)
- Builds a workbook with an Entitlements sheet and one sheet per entitlement listing its transactions with running balance.
- Downloads the file and shows "Exported Successfully".