Sick Leave DRM Setup

Overview

Updated 05/30/2023

Sick Leave Support Series: 

Sick Leave Setup

This article is part of series that describes processing sick leave for employees.

Sick Leave Overview

Sick Leave Setup

Sick Leave DRM Setup

Adding Employee Accrual Plans

Handling Sick Leave Accruals

Managing Accrual Plans and Balances

Note: Information may vary per State. Please consult your local, state, federal laws and/or legal counsel to ensure full compliance.

• Click here for more information on DRMS for Time Entry

A DRM (Data Requirement Message) is used to notify a user about missing data, data requirements, or data boundaries. 

In the case of accruals, when entering time entry data for an employee whose work site address has accrual usage restrictions, a DRM may generate to remind the time entry admin when data requirements may affect the employee's use of accrued time.  

Accruals are automatically set up for hosted clients. Self-hosted clients must submit a ticket request to Avionté Technical Services to activate accruals.

Best Practice
Accrual DRM Types
    Available Minimum Days DRMs
    Available Hours DRMs
    Federal Contractor
Activate Accrual DRMs
Edit Accrual DRM Values

Best Practice

This accrual functionality has been added to accommodate changes in accrual compliance. Avionté recommends replacing existing accrual functionality with the latest available functionality. This includes replacing existing DRMs with new DRMs. New accrual plans will continue to be maintained, while old plans will not.

Accrual DRM Types

Available Minimum Days DRMs

These Data Requirement Messages generate when an employee's requested accrued hours are affected by a location's 'minimum work days' condition.

As an example, an employee may accrue sick leave hours as soon as they start working for an employer, however the employer's location may prohibit the use of those hours until a minimum number of days have been worked. If an employee has worked 81 days in a location where the minimum days worked is 90, a DRM will generate when a payroll admin attempts to enter sick leave hours into an employee's payroll. 

Note: If the Avionté system is set up to track time on a WEEKLY basis, the system will assume that FIVE days will be earned per entry. 

DRM	Description
tbv_SickLeaveDaysWorked_MINDAYS_GEOCODE	Tracks the minimum number of days the employee must work before claiming accrued sick days based on the geocode of the employee's work site address.
tbv_SickLeaveDaysWorked_MINDAYS_NYCity	Tracks the minimum number of days the employee must work before claiming accrued sick days if the employee's work site address is in New York City.
tbv_SickLeaveDaysWorked_MINDAYS_STATE_CITY	Tracks the minimum number of days the employee must work before claiming accrued sick days according to the employee's work site address' state and city.

Available Hours DRMs

These Data Requirement Messages generate when an employee's requested accrued hours are affected by a location's 'maximum number of hours an employee may use in a year' condition.

As an example, the city of Minneapolis allows an employee to only use 48 sick hours per year despite the amount of hours an employee may have accrued. If an employee has used 46 hours of sick leave and a payroll admin enters 4 hours into an employee's time entry batch, a DRM will generate notifying the admin that the amount of annual usable hours has been surpassed.

Note: If the Avionté system is set up to track time on a WEEKLY basis, the system will assume that FIVE days will be earned per entry.

DRM	Description
tbv_SickLeaveHoursUsed_HOURS_GEOCODE	Tracks the number of accrued hours used compared to the number of accrued hours available based on the geocode of the employee's work site address.
tbv_SickLeaveHoursUsed_HOURS_NYCity	Tracks the number of accrued hours used compared to the number of accrued hours available if the employee works in New York City.
tbv_SickLeaveHoursUsed_HOURS_STATE_CITY	Tracks the number of accrued hours used compared to the number of accrued hours available based on the employee's work site address' state and city.

Federal Contractor

DRM	Description
tbv_CheckForContractorSickLeave	The plan does not appear on employees with state plans. Is not entered automatically or calculate on non-W2 employees.

Activate Accrual DRMs

To activate DRMs for use:

1. In the Avionté Suite application, navigate to Start Page > Actions menu > Admin Tools > Category = System > Data Requirement Message
   
   
2. Filter the selection of DRMs by entering the word "sick" into the Message filter cell.
   
   
   
   
   
3. Place a check mark in the "IsActive" box that corresponds to the DRM to be activated. Repeat for every DRM to be activated in your system. 
   Note: It is safe to activate all six DRMs. They do not conflict. 
   
   
   
   
4. Verify the information in the New Data Requirement Message area. Edit if necessary.
   • The Message SP Name should not be edited.
     
     
5. Ensure a checkmark is in the Active box in the New Data Requirement Message area. 
   
   
   
   
6. Place a checkmark in the far-right column of the corresponding row of each branch that will use the DRM.
   
   
   
   
7. Click Save to save changes.

Edit Accrual DRM Values

The days worked and hours required values can be edited per DRM. 

1. In the Avionté Suite application, navigate to Start Page > Actions menu > Admin Tools > Category = Employer > Detail tab
   
   
   
   
2. In the Supplier Properties section, filter the selection of DRMs by entering the word "sick" into the Property filter cell.
   
   
3. Click on a cell in the Value column to edit the value for that row's DRM. 
   
   
4. Click Save to save changes.