Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.
Employees can donate a portion of their accruals directly to fellow employees, without manager intervention, by initiating the Direct Accrual Donation extension.
This extension offers the following business processes:
Direct Accrual Donation: Employees donate some amount of accruals directly to fellow employees who belong to the same location, or who share the same manager.
Direct Accrual Donation — Custom Group: Employees donate some amount of accruals directly to fellow employees who neither belong to the same location, nor share the same manager. This workflow caters to special cases, such as union delegates. These individuals are granted distinct accruals, like union hours, that they can donate to other delegates.
Each business process:
-
Restricts the accrual codes from which employees donate.
-
Limits the total donation amount during a specified pay period.
-
Requires the donor and receiver to share the same accrual code assignment, currency, and time zone.
User experience
Direct Accrual Donation and Direct Accrual Donation — Custom Group
Employees initiate the appropriate workflow from the My Business Processes tile on the home page. Before the donation process begins, the donating employee identifies:
Recipient: The employee chooses a recipient from a pre-configured Hyperfind. The choice can be made by selecting from the recipient list, or by entering a string that further limits the Hyperfind results.
From Accrual: The employee selects an accrual code from a restricted list of codes (and their balances) in the employee's accrual profile.
Amount: The employee enters the donation amount, using the format appropriate to the accrual type and the user locale.
(Optional) Notifications
When configured, the system sends notifications to the donors and recipients, after successful accrual donation processing. These informational notifications are located in the Control Center under the System Messages category.
Timecard visualization
The business process inserts indicator paycodes in the timecards for the donors and recipients on the day when the donation is made and received. The amount displays as 0:00. Actual transaction values are provided in the comment and note attached to the paycode.
Before you start
Before you configure this business process, you must do the following:
Paycodes: Configure paycodes, such as Accrual — Donated or Accrual - Received, that display on the timecards of the donors and recipients. See the
Comments: Configure a comment, such as Adjusted by Direct Accrual Donation workflow that is added to the paycode to indicate the process adjustment. Select the Pay Codes category during configuration.
Create a comment for the Direct Accrual Donation_CustomGroup_v1.1business process, if applicable.
See the
Hyperfinds: Configure a public Hyperfind, such as Accrual Donation — Standard that is accessible by managers.
Create a custom Hyperfind, such as Accrual Donation — Custom, for the Direct Accrual Donation_CustomGroup_v1.1 business process, if applicable.
See the
Process profile: Configure a process profile, such as Direct Accrual Donation, to support the Direct Accrual Donation business process.
Create a process profile for the Direct Accrual Donation_CustomGroup_v1.1business process, if applicable.
See the
(Optional) Workflow notifications: Configure generic workflow notifications to send to the donors and recipients. During configuration, you can select one-click navigation in E-mail to include a URL to the appropriate navigator widget that the user accesses to address the alert.
Create workflow notifications for the Direct Accrual Donation_CustomGroup_v1.1 business process, if applicable.
See the
Name: Accrual Donation — Employee Notification Donation
Subject: You donated <Amount> from your <AccrualCodeName>.
Long Message: You donated <Amount> from your <AccrualCodeName> to <ReceiverEmployeeName>.
Recipients: Recipient List will be supplied at runtime and Send to employee.
| Field | Label | Value |
|---|---|---|
| 1 | Amount
|
<Amount> |
| 2 | Accrual Code Name
|
<AccrualCodeName> |
| 3 | Receiver Employee Name
|
<ReceiverEmployeeName> |
Name: Accrual Donation — Employee Notification Receipt
Subject: You received <Amount> in your <AccrualCodeName>.
Long Message: You received <Amount> in your <AccrualCodeName> from <DonorEmployeeName>.
Recipients: Recipient List will be supplied at runtime and Send to employee.
| Field | Label | Value |
|---|---|---|
| 1 | Amount
|
<Amount> |
| 2 | Accrual Code Name
|
<AccrualCodeName> |
| 3 | Donating Employee Name
|
<DonorEmployeeName> |
Configure the Direct Accrual Donation process model
Version history — Direct Accrual Donation
| Version | Description |
|---|---|
| 1 |
Initial release. |
| 1.1 | Enhanced to support the upgraded Groovy version of Activiti v2.x. |
Migrate the business process model to the tenant
Migrate the DirectAccrualDonation_v1.1 process model to the customer tenant using Setup Data Manager (SDM).
-
Log in to the appropriate tenant.
-
Go to Main Menu > Administration > Setup Data Manager.
-
Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
-
Click Tap Review and Publish. The Publish Summary panel appears.
-
Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
-
Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
-
To view details, click tap the appropriate row and click tap View Selected.
-
On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.
Configure the Direct Accrual Donation decision tables.
-
Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.
-
Select the DirectAccrualDonation_v1.1 process and click tap Edit. The process model enters edit mode.
-
Select the Decision Tables tab.
-
Click Tap Everyone's, and then select the decision table.
-
Click Tap Decision Table Editor to add or update the rows in the table.
-
Click Tap Save and close.
-
Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management™ (UKG Pro WFM).
-
Do not remove variables, variable names, or variable types from any decision table.
Direct_Accrual_Donation_Config_Parameters — Contains configuration parameters that can be changed based on requirements. Only user-defined variables should be updated; other variables should remain unchanged.
| Variable name | Type | Description |
|---|---|---|
| UseReportsToHyperfind | Boolean | Determines whether the Donate To drop-down menu is populated with the manager's employee group. The value must not match the UsePrimaryLocation value. |
| ReportsToHyperfind | Text | Hyperfind configured in UKG Pro WFM that contains only peers reporting to the same manager. |
| UsePrimaryLocation | Boolean | Determines whether the Donate To drop-down content is limited to peers in the same location as the donating employee. The value must not match the UseReportsToHyperfind value. |
| GenericNotification | Text | Comma-separated list of employee notifications configured in UKG Pro WFM. The receiver notification must be listed before the donor notification. |
| DonorPayCode | Text | Paycode configured in UKG Pro WFM, to which a comment is inserted for the donor. |
| ReceiverPayCode | Text | Paycode configured in UKG Pro WFM, to which a comment is inserted for the recipient. |
| DonorComment | Text | Comment configured in UKG Pro WFM, that is added to the paycode for the donor. |
| ReceiverComment | Text | Comment configured in UKG Pro WFM, that is added to the paycode for the recipient. |
| EnableAccrualDonationLimit | Boolean | Determines whether accrual donation limit is enabled. |
| LimitDonatableAccrualCodes | Boolean | Determines whether accrual codes that can be donated are limited. |
| AdminUser | Text | An internal service level user who runs the REST APIs. Do not change. |
Direct_Accrual_Donation_Config_Donation_Limit — Contains donation limits for each accrual code. Special characters are not allowed.
| Variable name | Type | Description |
|---|---|---|
| AccrualCode | Text | Name of the accrual code used for donation. |
| AccrualCodeType | Text | Accrual code type used for donation. (Hours, Days, or Money) |
| AccrualCodeDonationLimit | Text |
Maximum donation amount for the respective time period, entered as a positive value. Money and day type amounts must be entered using decimal format with a decimal precision of 2, such as 1.00. Hour amounts must be entered using HH:mm format, such as 01:00. |
| AccrualCodeDonationLimitTimePeriod | Text |
Time period for which the donation limit is defined. Default = |
Direct_Accrual_Donation_Config_Accrual_Profiles — Contains accrual profiles and accrual codes allowed for donation. Blank values are not allowed.
| Variable name | Type | Description |
|---|---|---|
| Accrual Profile | Text | Accrual profile assigned to the employee. |
| DonatableAccrualCodes | Text | Comma-separated list of accrual codes defined in the accrual profile and used for the donation. |
Direct_Accrual_Donation_Config_Locale — Allows customization of the text in the workflow form and notifications for different locales.
| Variable name | Type | Description |
|---|---|---|
| Key | Text | Placeholders for messages. |
| Locale | Text | Locale policy used for customized message. |
| Message | Text | Customized message. |
| Description | Text | (Optional) Customized description. |
-
Localization of business process workflows remains optional, but is supported.
-
The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).
-
Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.
-
Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.
-
The last row in the decision table must remain empty ("!=empty".)
|
Parameter Name |
Description |
|---|---|
|
_MessageScriptError |
Failed to execute the script. Please contact the system administrator. |
|
_MessageSystemAdmin |
Contact the system administrator. |
|
_MessageAPIError |
Rest API connector failed. Please contact the system administrator. |
|
_MessageDisplayError |
The error is mentioned below: |
|
_MessageHyperfindFlagError |
Invalid Configuration. Only one of the following parameters can be configured as Yes: UseReportsToHyperfind and UsePrimaryLocation. |
|
_MessageAccrualProfileNotFoundError |
Employee accrual profile is either not configured or does not have a corresponding accrual code in the decision table. |
|
_MessageNoReceiverEmployeeError |
No receiving employee available for accrual donation. |
|
_MessageAccrualNotAvailableDonarError |
Configured accrual code (AccrualCodeName) is not available to the donor employee. |
|
_MessageAmountDonationFormatError |
Accrual donation amount format is incorrect. Expected Format: <Formatted Value>. |
|
_MessageDonationAmountError |
For accrual code <AccrualCodeName>, the accrual donation amount entered, <EnteredDonationAmount>, cannot exceed the eligible donation amount, <EligibleDonationAmount>. |
|
_MessageAvailableAmountError |
For accrual code <AccrualCodeName>, the accrual donation amount entered, <EnteredDonationAmount>, cannot exceed the available amount, <EligibleDonationAmount>. |
|
_MessageAccrualMismatchError |
Accrual code used for donation is not available to the receiving employee. |
|
_MessageDonateDropdownLabel |
Donate To: |
|
_MessageAccrualDropdownLabel |
From Accrual: |
|
_MessageAmountTextLabel |
Amount: |
|
_MessageDonateButtonLabel |
Donate |
|
_MessageCommentNotesDonor |
Donated <Amount> <Accrual Type> from <Accrual Code>. |
|
_MessageCommentNotesReceiver |
Received <Amount> <Accrual Type> into <Accrual Code>. |
|
_MessageAccrualProfileNotFoundForReceiverError |
No active Accrual Profile found for receiving employee. |
|
_MessageFormHeadingCustom |
Direct Accrual Donation |
|
_MessageFormHeadingCustomGroup |
CustomGroup |
Deploy the updated business process model
Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.
Model deployment steps:
-
Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
-
Select the DirectAccrualDonation_v1.1 model.
-
Click Tap Edit, and then configure the required parameters and deployment dates.
-
Click Tap Save, and then select Return to deploy.
Configure Direct Accrual Donation — Custom Group business process
Version history — Direct Accrual Donation — Custom Group
| Version | Description |
|---|---|
| 1 |
Initial release. |
| 1.1 | Enhanced to support the upgraded Groovy version of Activiti v2.x. |
Migrate the business process model to the tenant
Migrate the DirectAccrualDonation_CustomGroup_v1.1 process model to the customer tenant using Setup Data Manager (SDM).
-
Log in to the appropriate tenant.
-
Go to Main Menu > Administration > Setup Data Manager.
-
Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
-
Click Tap Review and Publish. The Publish Summary panel appears.
-
Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
-
Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
-
To view details, click tap the appropriate row and click tap View Selected.
-
On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.
Configure the Direct Accrual Donation Custom Group decision tables.
-
Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.
-
Select the DirectAccrualDonation_CustomGroup_v1.1 process and click tap Edit. The process model enters edit mode.
-
Select the Decision Tables tab.
-
Click Tap Everyone's, and then select the decision table.
-
Click Tap Decision Table Editor to add or update the rows in the table.
-
Click Tap Save and close.
-
Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro WFM.
-
Do not remove variables, variable names, or variable types from any decision table.
Direct_Accrual_Donation_Config_Parameters_Custom — contains configuration parameters that can be changed based on requirements. Only-user defined variables should be updated; all other variables should remain unchanged.
| Variable name | Type | Description |
|---|---|---|
| CustomHyperfind | Text | Custom Hyperfind configured in UKG Pro WFM that contains a customized list of employees. |
| GenericNotification | Text | Comma-separated list of employee notifications configured in UKG Pro WFM. The receiver notification must be listed before the donor notification. |
| DonorPayCode | Text | Paycode configured in UKG Pro WFM, to which a comment is inserted for the donor. |
| ReceiverPayCode | Text | Paycode configured in UKG Pro WFM, to which a comment is inserted for the recipient. |
| DonorComment | Text | Comment configured in UKG Pro WFM that is added to the paycode for the donor. |
| ReceiverComment | Text | Comment configured in UKG Pro WFM that is added to the paycode for the recipient. |
| EnableAccrualDonationLimit | Boolean | Determines whether accrual donation limit is enabled. |
| LimitDonatableAccrualCodes | Boolean | Determines whether accrual codes that can be donated are limited. |
| AdminUser | Text | An internal service level user who runs the REST APIs. Do not change. |
Direct_Accrual_Donation_Config_Donation_Limit_Custom — contains donation limits for each accrual code.
| Variable name | Type | Description |
|---|---|---|
| AccrualCode | Text | Name of the accrual code used for donation |
| AccrualCodeType | Text | Accrual code type used for donation. (Hours, Days, or Money) |
| AccrualCodeDonationLimit | Text |
Maximum donation amount for the respective time period, entered as a positive value. Money and day type amounts must be entered using decimal format with a decimal precision of 2, such as 1.00. Hour amounts must be entered using HH:mm format, such as 01:00. |
| AccrualCodeDonationLimitTimePeriod | Text |
Time period for which the donation limit is defined. Default = |
Direct_Accrual_Donation_Config_Accrual_Profiles_Custom — contains accrual profiles. Blank values are not allowed.
| Variable name | Type | Description |
|---|---|---|
| Accrual Profile | Text | Accrual profile assigned to the employee. |
| DonatableAccrualCodes | Text | Comma-separated list of accrual codes defined in the accrual profile and used for the donation. |
Direct_Accrual_Donation_Config_Locale_Custom — Allows customization of the text in the workflow form and notifications for different locales.
| Variable name | Type | Description |
|---|---|---|
| Key | Text | Placeholders for messages. |
| Locale | Text | Locale policy used for customized message. |
| Message | Text | Customized message. |
| Description | Text | (Optional) Customized description. |
-
Localization of business process workflows remains optional, but is supported.
-
The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).
-
Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.
-
Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.
-
The last row in the decision table must remain empty ("!=empty".)
|
Parameter Name |
Description |
|---|---|
|
_MessageScriptError |
Failed to execute the script. Please contact the system administrator. |
|
_MessageSystemAdmin |
Contact the system administrator. |
|
_MessageAPIError |
Rest API connector failed. Please contact the system administrator. |
|
_MessageDisplayError |
The error is mentioned below: |
|
_MessageHyperfindFlagError |
Invalid Configuration. Only one of the following parameters can be configured as Yes: UseReportsToHyperfind and UsePrimaryLocation. |
|
_MessageAccrualProfileNotFoundError |
Employee accrual profile is either not configured or does not have a corresponding accrual code in the decision table. |
|
_MessageNoReceiverEmployeeError |
No receiving employee available for accrual donation. |
|
_MessageAccrualNotAvailableDonarError |
Configured accrual code (AccrualCodeName) is not available to the donor employee. |
|
_MessageAmountDonationFormatError |
Accrual donation amount format is incorrect. Expected Format: <Formatted Value>. |
|
_MessageDonationAmountError |
For accrual code <AccrualCodeName>, accrual donation amount entered, <EnteredDonationAmount>, cannot exceed the eligible donation amount. <EligibleDonationAmount>. |
|
_MessageAvailableAmountError |
For accrual code <AccrualCodeName>, accrual donation amount entered, <EnteredDonationAmount>, cannot exceed the available amount, <EligibleDonationAmount>. |
|
_MessageAccrualMismatchError |
Accrual code used for donation is not available to the receiving employee. |
|
_MessageDonateDropdownLabel |
Donate To: |
|
_MessageAccrualDropdownLabel |
From Accrual: |
|
_MessageAmountTextLabel |
Amount: |
|
_MessageDonateButtonLabel |
Donate |
|
_MessageCommentNotesDonor |
Donated <Amount> <Accrual Type> from <Accrual Code>. |
|
_MessageCommentNotesReceiver |
Received <Amount> <Accrual Type> into <Accrual Code>. |
|
_MessageAccrualProfileNotFoundForReceiverError |
No active Accrual Profile found for receiving employee. |
|
_MessageFormHeadingCustom |
Direct Accrual Donation |
|
_MessageFormHeadingCustomGroup |
CustomGroup |
Deploy the updated business process model
Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.
Model deployment steps:
-
Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
- Select the DirectAccrualDonation_CustomGroup_v1.1 model.
-
Click Tap Edit, and then configure the required parameters and deployment dates.
-
Click Tap Save, and then select Return to deploy.
APIs
| API name | Type | Resource path | Description |
|---|---|---|---|
| Retrieve All Extensions | GET | /v1/commons/persons/extensions?person_number= | Retrieves all extensions data for a person record. |
| Execute Hyperfind Query | POST | /v1/commons/hyperfind/execute | Executes a Hyperfind query by ID or qualifier and then returns the result. |
| Retrieve Timecard Data for Multiple Employees | POST | /v1/timekeeping/timecard_metrics/multi_read | Retrieves timecard data for a set of employees or locations. |
| Retrieve All Employment Terms | GET | /v2/timekeeping/setup/employment_terms?qualifier={Basic} | Retrieves all employment terms. |
| Apply Updates to Accrual Balances for Multiple Employees | POST | /v1/timekeeping/accruals/updates | Updates accrual balances in bulk. |
| Generic Notification Notify | POST | Internal API | Sends accrual update notification to the employees. |
| Update Timecard as Manager | POST | /v1/timekeeping/timecard | Updates the employee timecard as a manager. |
| Retrieve Timecard as Manager | GET | /v1/timekeeping/timecard?select= PAYCODE_EDITS&symbolic_period_id=Current_Payperiod &person_number= | Retrieves a manager timecard. |