Overview

The end of the year is coming!

Employees realise that they may have forgotten to submit time off requests for the holiday season, and as Admin you wish to anticipate what will be the employees balances upon their return from the holiday season and avoid balance discrepancies due to improper time off requests or unused days that were not carried over to the following year and were lost.

This article discusses in detail the recommended steps to take, when it comes to the time off settings, so that end of year balance is managed properly.

It applies to customers whose holiday/vacation is tracked annually (from January - December).

Target audience

Admins

Carryover settings

We advise, that before the annual cycle ends, to check the carryover settings for all the policies whose balances are tracked in order to make sure whether unused days will be carried over to the following year or will be discarded.

  1. In the new time off settings, you can check whether a given policy has carryover enabled (allowed) by adding the "Maximum annual carryover amount".
  2. If the value is greater than zero, it means that carryover of some of the days/hours is allowed.

3. If this column does not show on the grid, click the "Column picker" and tick the "Carryover" category

4. In order to edit the carryover settings for a given policy, click the policy and the policy summary screen will show

  • From the Action menu, click edit to open the policy wizard.
  • Navigate to step no. 3 "Allowance" and review the "Carryover" section.
  • Switch off the "Set carryover limit" if all unused days/hours can be carried over to the following year
  • To limit the amount of days/hours that can be carried over, enter a value in the "Max days/hours". For example, by entering 5, of the remaining balance, only 5 days will be carried over.
  • If no carryover is allowed, type 0 in the "Max days/hours" field.
  • If the policy is set as an annual cycle (this can be checked in the previous step "Cycle", an additional field called "Expiration" will allow you to set an expiration date offset (in months) as to how long will the carried over days/hours will be at the disposal of the employee before they are discarded.

Expected deduction prompt

When carryover is switched on (that is limiting the amount of carryover days/hours to next year), you can define whether you want employees to be prompted with the "Expected deduction" message alarming them that some of unused days will be discarded if not booked.

Please note: This is currently managed as a backdoor request and is not configurable via the time off setup. Please contact your Account Manager in Bob to activate this message.

Setting a cutoff time to the cycle

For those employees who did not properly plan their holiday season vacation and forgot to submit time off requests for the current year, a good idea is to set a cycle "cutoff time", to allow employees to submit time off requests for the previous cycle upon their return from the holiday before it is locked (that is the balance is calculated and any change will no longer affect it).

  1. To check the current cutoff settings, from the policy grid, check the cycle field settings.
  2. The cycle field shows how the cycle is made up with: <Cycle frequency> , <activity period > , <cut off time in days> , <Carryover date>
  3. Check the third field to tell whether the cutoff days are set

4. Another option to see how cutoff is set is to click a policy, and in the summary page, check the value in the "Cutoff (days)" under the "Cycle" section

5. To see how the cutoff time actually applies to the previous cycle, click "Edit" from the action menu and navigate to step 2 in the wizard - "Cycle".

6. Based on the "Cutoff (days)" field, the upcoming cycles and their cutoff days will show below. For example, for an annual cycle that runs from January - December, setting 45 days of cutoff time means that up until the following February 15th, employees will be able to request time off for the previous cycle. So for the current year cycle (01/01/2020 - 31/12/2020), employees will be able to make changes to this year's cycle up to 15/02/2021. After that, the cycle will be locked.

  • Please note: as a preemptive action to avoid messing up the balances, we have locked the option to change the cutoff time after employees were assigned to the policy. If the customer needs to change the cutoff settings, it will have to be managed as a backdoor request via CFIT. Please provide the customer's name, policy name and the desired cutoff value.
  • Please note: changing the cutoff time must be done before the current cycle ends (before 31/12).
  • Please note: cutoff time means that payroll run is delayed as you allow the employees to make changes to the balance and only then lock the cycle. Please consult with your Payroll team when it comes to payroll processing date before changing the settings

For more information on setting time off cycles, please check our time off glossary article and check the "Time off cycle" section

https://help.hibob.com/en/articles/4567816-time-off-glossary

Happy holidays!

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