Time-Off Policies


What is a Time-Off Policy?

Time-Off Policies are templates which contains a group of time-off types, each with their individual settings.

Once policies are created, all time-off types within them can then be given to selected users. For instance, if by default your company allocates 10 vacation days and 5 personal days to all new hires, you can create a time-off policy to reflect this so when you add these users in the system, they will be automatically assigned all time-off types within that policy.

Using a time-off policy when creating your users will save you time. Please note that once applied to a user, modifying a time-off policy will not directly modify the user's time-off type settings. The policy will need to be re-applied to modify the user’s time-off type settings.

 

Here's how to Create a Time-Off Policy:

  1. Time-Off Module
  2. Settings
  3. Time-Off Policies
  4. Create New
  5. Name Policy
  6. Add Time-off Type to Policy
  7. Select the Time-Off Type to add to Policy
  8. Set Renewal Date and Yearly Allowance. Typically this is your calendar year renewal (e.g. January 1st) or the Anniversary of the user. If it is on their Anniversary leave it blank, make sure to turn this setting after the policies are created. Account Settings-> General-> User Calendar Year Setting. 
  9. Set Default Balance - if accruing, usually this will be Empty. If the balance is set to Full users will receive their full allowance as soon as the policy is applied. (Prorated Balance is also an option but it needs to be added first)
  10. Set Renewal instructions, please see descriptions below. 
  11. If accruing, set the interval and accrual rate. 
    • Daily, if set by hours or days divide the allowance by 365 or set it at 0.275% of the allowance
    • Weekly, if set by hours or days divide the allowance by 52 or set it at 1.923% of the allowance.
    • Every (1) Month, if set by hours or days divide the allowance by 12 or set it at 8.334% of the allowance
    • Semi-Monthly, if set by hours or days divide the allowance by 24 or set it at 4.167% of the allowance.
    • Every 2 Weeks, if set by hours or days divide the allowance by 26 or set it at 3.846% of the allowance.
  12. Set Restriction
    • Front-loaded balance option can be Balance Required or Overbook.  
    • If accruing, can be set to Balance Required, Allow Pre-Book to allow time-off to be requested as long as time will be accrued by the end of the year, or Accrued By Date to allow time-off to be requested as long as it will be accrued by the requested date.
    • Allow overbook will allow users to request as much time as they want
  13. Add
  14. Repeat for any other time-off types that occur in that policy
  15. When a Policy is completed you can "Duplicate" your first policy to create the others faster. Simply select the duplicate icon from the Time-Off Policies screen, type in the new name and from there is simply a question to modify the policy. 

 

How to Apply a Time-Off Policy:

  1. Time-Off Module
  2. Settings
  3. Time-Off Policies
  4. Apply Policy (green people icon)
  5. Select users who will receive policy 
  6. Apply Policy

 

How to Modify a Time-Off Policy:

  1. Time-Off Module
  2. Settings
  3. Time-Off Policies
  4. Edit Policy Settings
  5. Edit required information
  6. Re-apply Policy

 

*Descriptions: 

Upon Renewal

*Transfer option is only available when you have already added a time off type which carries over within the SAME policy.

  • Reset to Full Allowance: The balance will be reset to its full allowance
  • Reset to Empty Allowance: The balance will be reset to empty
  • Reset to Full Allowance + Transfer: The balance will be reset to its full allowance, and the overflow will be transferred to another time-off type
  • Reset to Empty Allowance + Transfer: The balance will be reset to empty, and the hours deleted will be transferred to another time-off type
  • Reset to Partial + Transfer: The balance will be reset to a percentage of the allowance, and the hours deleted will be transferred to another time-off type
  • Carry-Over All: All unused hours will be carried-over in full into the new year
  • Carry-Over all + Full Allowance: All unused hours will be carried-over in full into the new year, and a full allowance will be added to the user's balance
  • Carry-Over Limit: A carry-over will occur, but will not exceed a balance limit of x hours
  • Carry-Over Limit + Full Allowance: Carry-Over with a limit and add a full allowance to the user's balance. Resulting balance will be equal to the carry-over limit + full allowance. 
  • Reset to Partial Allowance: Resulting balance will be set to X% of their allowance
  • Carry-Over Ratio: Carry-Over ratio will not exceed a balance limit of the allowance multiplied by the ratio
  • Rolling 12 Months: Upon the anniversary of each time-off request, the employee will receive the hours back into their balance. 

 

Once the Time-Off Policy has been created, it can be assigned or re-assigned to users using the update from CSV option in Time-Off.  

A Length of Service (Policy Change) can be created afterward to automatically bump users from one policy to another.

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