This article describes the steps to take in the event of a retrospective setting change that affects the calculation of any accrual. Balance accrual is being used as an example, but the same policies apply to other accruals used in Nepton (e.g., bank, overtime, flexible work hours).
Changes in settings that affect the total value of your balance retrospectively may apply for example:
- the maximum or minimum amount of the total value of the balance
- the maximum amount of the balance per day
- interpretation of the person's working time (e.g. change of setting group or percentage of working time retrospectively)
- the length of the working day specified in the setting group
A setting change that affects the total value of any accrual creates an exceptional warning triangle in a person's calendar. The reporting of exceptional entries is described in more detail in the guide here.
Example of a retrospective setting change
In the example below, the person has been working full-time and 80% part-time calculation has been changed retrospectively. Regular daily working hours have previously been 7h 30min but after the change it is 6h according to part-time hours. The change in settings that has taken effect retroactively forms a warning triangle for the day, which indicates that the total value of the accumulation (02:00) does not match the value calculated for the day (+01:30).
Measures for recalculating the total accrual
- In person’s calendar, create a note for the day the change of settings take place, or re-save any event on the effective date (edit event -> save).
- Creating a note event recalculates the total value of the balance from that day to the current day.
- Delete the note.
In the example, the part-time hours have taken effect on Tuesday, November 9, 2021, so the note has also been created for the day before.
After creating the note the situation is as follows: The warning triangle is gone, and the total value of the balance matches the new part-time working hours from that day onwards.
Accrual recalculation for several persons simultaneously
A retrospective change in settings that affects the total value of an accrual may sometimes also affect more than one person, for example, in a situation where the change has been done in a setting group. In such a situation, it is recommended that you first create a note for one person in accordance with the above instructions and then copy this event to all the persons affected by the setting change. More detailed instructions for copying an event can be found here.
When a note is copied to more than one person, you can also delete it from all the persons at the same time. More detailed instructions for deleting copied events can be found here.
Changes to settings for more than one person often affect people in the same setting group. When copying events, it is possible to select people based on a setting group. This functionality is described in more detail here.