Setting Depletion Limit for Accruals

Setting Depletion Limit for Accruals

 This feature allows users to set a depletion limit on accruals to comply with state and city paid leave regulations, preventing employees from exceeding allowable usage. When configuring accrual tiers, administrators can define a depletion limit, which is displayed in a new "Depletion Limit" column within the accrual setup interface, and it is also reflected in the EIS > Payroll > Accrual section. During payroll or TMS actions, if office staff enter a depletion unit for an employee that meets or exceeds the set limit, the system automatically validates the entry and displays an exception message: “The depletion unit entered is greater than the configured depletion limit.” This process guarantees clear visibility and control over accrual usage, giving clients real-time validation and audit trails, thereby enabling accurate leave balance management and reliable compliance with dynamic regulatory requirements across different jurisdictions.

 Depletion Limit Configuration

• Setup Location: Depletion limits can be configured by authorized users in ATM > Back Office > Accrual.
• Visibility: The configured limit is displayed in a dedicated “Depletion Limit” column in both ATM and the EIS > Payroll > Accrual section.
• Action Requirement: The depletion is applied when the accrual transaction code has the action set as "AccrueAndDeplete" or "Deplete".
• Yearly Basis: Limits apply per calendar year and can be updated as needed to meet regulation changes.

Depletion Monitoring & Validation

• Auto-Calculation: The system sums all transactions marked as “Deplete” or “AccrueAndDeplete” for each employee and accrual code, excluding other actions. The system automatically tracks yearly depletion totals per employee:
   yearly_depletion = SUM(All depletion-coded transactions in current year)
• Validation: When an office staff member enters or edits a depletion value, the system checks the total (current YTD + new entry) against the configured limit for the employee’s accrual tier.

Exception Handling & Audit 

• Warnings/Exceptions: Exception is shown during payroll correction and TMS actions if depletion approaches or exceeds the configured limit.
• Trigger Conditions:
   Warning displays if:
   entered_depletion + yearly_depletion ≥ depletion_limit