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AI agent for hr information system (hris) specialists

Time-Off Accrual Rule Audit Agent

Balances that match policy for the sampled people and rule fixes that hold across everyone on the same rule

ComplianceQuality controlAnalysisIT and developmentHuman resourcesOperations
See how it worksGet access
Time-Off Accrual Rule Audit Agent: what goes in, what the agent does and what you get

What it does

A balance that is two days off becomes a payroll or morale issue. This agent samples employees across countries, tenure bands and employment types, and recalculates each person's time-off balance from the written policy: accrual rates, carryover, caps and leave taken. It compares the result with the HR system's balance. For each difference, it traces whether the cause is a rule set up wrongly, a data problem such as a wrong start date, or a manual adjustment. It proposes a fix for the rule or the record and rechecks the sample after each fix. If the rule is the problem, it checks everyone under that rule. HR approves balance corrections. Edge case: a person who changed country mid-year is checked against both countries' rules for the right period.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Quarterly audit starts 2 USES A TOOL Select a sample across countries, tenure andemployment types 3 USES A TOOL Recalculate each balance from policy and leavehistory 4 DOES Compare with the system balance 5 CHECKS THE RESULT Is each difference under half a day? If not: trace the difference to a rule, a data issue ora manual adjustment. Back to step 3. 6 DOES Propose a fix to the rule or the record 7 USES A TOOL Apply the fix to a test copy and recalculate thesample 8 CHECKS THE RESULT Do all sample balances now match? If not: revise the fix and recalculate. Back to step 6. 9 USES A TOOL Check everyone under the same rule 10 YOU APPROVE HR approves balance corrections 11 RESULT Audit report with corrections list
Read the steps as a list
  1. Quarterly audit starts
  2. Select a sample across countries, tenure and employment types
  3. Recalculate each balance from policy and leave history
  4. Compare with the system balance
  5. Is each difference under half a day?If not: trace the difference to a rule, a data issue or a manual adjustment. Back to step 3.
  6. Propose a fix to the rule or the record
  7. Apply the fix to a test copy and recalculate the sample
  8. Do all sample balances now match?If not: revise the fix and recalculate. Back to step 6.
  9. Check everyone under the same rule
  10. HR approves balance correctionsThe agent waits here for your OK.
  11. Audit report with corrections list

How it decides

A difference over half a day is investigated. If more than 3 people under one rule differ, the rule is checked for everyone.

  • Investigate any difference of half a day or more
  • Check a whole rule group when 3 or more people differ
  • Treat manual adjustments without a note as unexplained
  • Sample at least 5 percent of staff in each country

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Difference that triggers review (default 0.5 day)
  • Sample size per country
  • Policies in scope
  • Audit schedule

What keeps you in control

It always asks you first

  • Any change to live balances or rules

Hard limits

  • Never changes live balances itself
  • Treats employee data as confidential

It stops when

  • Done: balances match or corrections are approved
  • Stop: policy text is missing for a country

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn a sample of 120 employees, 9 in Spain showed 1.5 fewer days than policy. The agent traced them to a rule that capped accrual at 22 days instead of 23 after 5 years. It fixed the rule in a test copy and the sample matched. Checking everyone under that rule found 41 more people. HR approved corrections for 50 balances.

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