View My time off as an employee

The My time off page gives you full details of all your time off policies, such as Vacation days, Sick days, Work from home days etc.

You can see your current balance and how it is calculated, how much time you have taken, your time off requests and more.

To access the My time off page, from the left menu select Time > My time off.

FYI: To request time off, click Request time off. To learn more, see Request time off.

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Get the most out of Bob.

You can use My time off to check

  • Your current balance for each time off policy.
  • How much time you have taken using each time off policy.
  • Your past time off activity in previous accrual cycles - so you can see exactly how the current balance was calculated.
  • All your time off requests - including those that have not yet been approved.

The My time off page is split into two tabs: 

  • Balance: shows your current balance and activity in both current and previous cycles for each time off policy.
  • Requests: shows a list of all the time off requests you have made and whether they were approved.

Balance tab

In the Balance tab, each time off policy you are assigned to can be viewed in three levels:

  • High-level.
  • Summary.
  • In-depth.

Balance tab: High-level view

This shows a list of the time off policies you have been assigned to, with your Current balance for each.

The current balance is the number of days/hours you are allowed to take right now (although you may be allowed to go into negative balance).

Note: If the infinity symbol ∞ is shown in the Current balance it means you are allowed to take an unlimited number of days/hours with this policy, e.g., for Unpaid vacation and Work from home policies.

Balance tab: Summary view

To open the summary view, click the arrow to the left of any policy name in the high-level view. 

Top bar

  • The name of the policy - e.g. Holiday.
  • Your Annual allowance for this policy - the number of days/hours you are allowed to take off each calendar year.

Current cycle

  • The dates of the current cycle - this is the period when you accrue days/hours that are added to your balance.These days/hours are added to your balance either at the start or the end of the cycle.
  • Prev. balance: your time off balance at the end of the previous cycle.The date this balance was calculated is displayed below the Prev. balance.
  • Days/hours accrued: the total amount of days/hours accumulated during the current cycle.Hovering over the i will show a tooltip detailing when the accrued days were, or will be, added to your balance.
    E.g., in the below screenshot, 0.46 days were added to the balance at the start of the two-week cycle.
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  • Current balance: total number of days/hours you can use right now.
  • Days/hours taken: total number of days/hours already taken in this cycle using this policy (only appears if you have taken days off during this cycle).
  • Days/hours booked: total number of days/hours booked that will be used within the current cycle (only appears if you have booked days off during this cycle)
  • Approval settings: the name of the person who is required to approve any time off you request using this policy.
  • Expected deductions: how many days/hours will be deducted from your balance if they are not used by the specified date (only shown to some employees).

Note: If the policy allows you to take an unlimited number of days/hours the infinity symbol ∞ will be shown in the Current balance. You may still need your time off to be approved.

Balance tab: In-depth view

To open the in-depth view of a specific policy, click Balance activity in the summary view.

This opens the in-depth view for that policy:

  • By default, the page will showcase the current running cycle with its date range, carryover days, and expected closing balance.
  • The same information for previous closed cycles can be viewed below. 
  • To switch between policies, click the arrow next to the policy name.
  • To expand the in-depth view for a previous cycle click the arrow to the left of the dates.
  • A limited number of previous cycles will appear. To view more previous cycles click Show more.

Note: Previous cycles that include time off information that was imported will not display the breakdown of information as the calculation occurred outside of Bob.

The following information is shown for each cycle:

Collapsed in-depth view

When the in-depth view is collapsed it shows the following:

  • An icon to show if it is a running cycle 🕒 or a locked cycle 🔒.
  • The dates of the current cycle.
  • Starting balance: the number of days/hours you could take off at the start of the current cycle.
  • Expected closing balance: how many days/hours you will have left in your balance at the end of the current cycle, taking into account how many days off you have requested.

Expanded in-depth view - Grey bar

The grey bar shows details of the balance for the cycle.

  • Starting balance.
  • Days/Hours accrued: the number of days/hours granted as per the cycle settings, e.g. if there are 20 vacation days given in a year, and the cycle is monthly, there will be 1.67 days accrued per month.
  • Time off requested: total number of approved days/hours requested in the reviewed cycle. If a request has not been approved it will not be included.
  • Admin adjustments: manual corrections conducted by the HR leader
  • System adjustments: automatic deductions triggered by system events, e.g. post-carryover expiration.
  • Current balance.

Expanded in-depth view - tabs:

The section below the grey bar give detailed information about the following:

  • Carryover or Starting balance
    • Carryover/starting balance date: effective date for when the days/hours were allocated from the previous cycle into the reviewed cycle
    • Amount: amount in days/hours that were allocated from the previous cycle into the cycle being reviewed If the balance was updated:
    • Updated on: When the update took place.
    • Updated by: Whether it was a system or manual update.
    • Note: If manual, information regarding the update.
    • Days/hours accrued:
    • Accrual period: the date range of when the days/hours were accrued in the reviewed cycle.
    • Amount: the total amount of days/hours accrued in the reviewed cycle.
    • Note: the breakdown of how the accrued days were calculated.
  • Time off requested: If you’re viewing a current cycle, you’ll also see upcoming requests, whether approved or not:
    • Status: the status of the request. Click the Status dropdown to select a particular status to review the time off requests of the given cycle, e.g. approved, pending, rejected, etc.
    • Request period: the date range of time off requested, e.g. 21/12/2021 - 28/12/2021 (morning) will show if only the morning of the 21st of Dec. in 2021 was requested
    • Duration: the gross amount of the requested time off, i.e. non-working days will also be included so a 5-day vacation in the US will show as 7 days
    • Time off requested: the amount of time requested.
    • Amount deducted from balance: the total amount deducted
      Infotip icon: a note for any request that crosses over across two cycles, i.e. between the end of one cycle and into the next one.
      Purple lightning bolt icon: indication of a retroactive change that was conducted
    • Requested on: the date of the request.
    • Requested by: the person who had made the request
    • Approvers: the approval flow for the request
    • Attachment: any attachments to the requested, e.g. a sick note, if included.
    • Description: the text entered in the description upon making the request, if included.
    • Reason code: the selected reason for the request, if included.
  • Admin adjustments: This tab displays any manual adjustments made by an HR admin in your organization.
    • Adjustment type: whether the type was a balance adjustment or the amount of days or hours were adjusted
      • Balance adjustment: adjustments made for the entire balance of a given policy, e.g.
      • Days/hours adjustment: adjustments made to add or subtract days/hours of a balance during a particular cycle, e.g. adding a
    • Adjusted by: the person who had made the adjustment
    • Adjustment date: the date during which the adjustment occurred
    • Effective date: the date during which the adjustment applies to.
    • Amount: the amount that was added/deducted from the balance.
      A purple lightning bolt icon may show whenever the adjustment was done after the cycle had been locked.
    • Reason: further explanation for the adjustment entered by the person who conducted it (optional).
  • System adjustments: This tab displays any automatic system adjustments made. Typically this will showcase deductions made as per the policy settings.
    • Type/event: text indicating what type of adjustment or system event triggered the adjustment.
    • Adjustment date: the date during which the adjustment occurred.
    • Amount: the amount that was added/deducted to the balance due to the system event.
    • Reason: a more detailed explanation of the system adjustment.

Requests tab

The Requests tab gives you access to full details of all the time off requests you have made, including those that were already approved and those that have not yet been approved.

Requests tab - filters

The filters at the top of the page are used to limit the requests shown in the grid below.

You can filter the grid by date range, the status of the request and the policy type used to make the time off request.

For example, you might want to see only Holiday requests made during January and Feburary that were cancelled or declined.

Request tab - grid

The grid below the filters contains all the information about each time off request.

It contains the following details:

  • Status - whether the request was Approved, Declined, Cancelled or is still Pending approval.
  • Approvers - who approved/needs to approve the request.
  • Policy type - the type of time off policy used to make this request, e.g., Holiday or Sick leave.
  • Request period - the period of time the time off covered.
  • Total duration - the total number of days/hours deducted from your balance. This does not include any non-working days, such as weekends or bank holidays. 
    E.g., if you request 7 days of holiday which include 2 days at the weekend, the Total duration will be 5 days.
  • Description - the description you entered when you made the request (if you entered one).
  • Reason code - the reason you selected when you made the request (if you selected a reason).
  • Duration in range - the total number of days/hours taken within the period selected in the Date range filter.
    E.g., if you requested 5 days off from November 28 to December 2 and the grid is filtered by Date range to show only requests for December, the Duration in range will be 2 days, i.e. the two days in December.
  • Duration unit - whether you requested a number of Days or Hours.
  • Requested on - the date the request was made.
  • Requested by - who made the request. Usually this is you, but a manager is also able to make a time off request on your behalf.

Request tab actions

Clicking the three-dot menu at the end of a row in the requests grid opens the Actions menu.

The following actions are available:

  • Edit details - if the request has been approved and you have already taken the time off, you can still edit the description and add an attachment.
  • Edit - if you have not yet taken the time off you can edit all the details. When you click submit, your approving manager will need to reapprove the new request if you have changed the dates or time period.
  • Cancel request - if you have not yet taken the time off you can permanently cancel the request.