Time off terms for employees

These terms can apply to any time off policy created by your organization, such as Holiday, Sick, or Parental Leave. 

Adjust Time-Off
The ability to add/edit (on top of existing policy allowance) specific time for a particular employee (e.g., if someone worked at the weekend, we can give them time off in lieu).
Admin Adjustments
The adjusted value after an Admin/Manager makes a manual adjustment such as Balance Adjustment or manually adds days.
Annual Allowance
This shows the employee their annual allowance entitlement. It is not the employee's current allowance.
Balance
The amount of leave that will be available at the end of the cycle. The amount of time off the employee has remaining can be affected by 2 exceptions: Time Off requests, which are deducted from the balance, and Adjustment, which is when administrators override the balance.
Balance effective date
The date the balance is effective, formatted in DD/MM/YYYY. If not filled, the default effective date to be used is the import date.
Balance previous period
The amount of Time Off the employee has left over from the last period.
Days/Hours Accrued
Based on the policy allowance calculations, it will show the number of days/hours the employee accrued within the given time off cycle. It will show the date the accrual was given and the timeframe (the date range) for which this accrual is applicable.
Days/Hours Booked
These are requests submitted for the current cycle but are still in the future (although they are deducted from the current balance).
Days used
The number of days the employee has used from their approved time off requests allowance.
Expected Deduction
This provides the user with information that they should better book their remaining days/hours for the given policy type or lose them by the end of the cycle. The value will be determined by the Carryover definitions or balance cap limitations defined in the policy setting.
Pending requests
The Time Off requests waiting for approval.
Request on behalf
A manager or admin can take time off on behalf of an employee.
Who’s out today
The number (and identity) of employees that are absent on a specified day and the reason they are out.

Time off for admins

What is the difference between a policy type and a policy?

Policy type Policy
A policy type is a paid or unpaid leave that an employee may request. For each Policy Type, the employee can see:
  • The balance.
  • How many days/hours they took.
  • How many days are booked.
  • How many days were accrued (when applicable).

Common policy types for employees include Holiday/Vacation, Sick, Parental Leave, Compassionate Leave, Unpaid Leave, and Work from Home (WFH).

To learn more, see Getting started with policy types and policies.

Time off policy type settings

Activity type
This defines whether an employee that requests time off would have the leave defined as:
  • Not working, paid typically for paid vacation, paid sick, and parental leave.
  • Not working, unpaid typically for when an employees has used all of their paid time off balance, but still needs to take time off.
  • Working means that although the employee is not on-premise, they are not absent but working outside the standard working space. This is typically for working from home (WFH) or business travel.
Booking
This defines whether an employee can book time off only on their work days or any day, including non-working days. This is useful for time off in lieu (TOIL) or travel policies.
Reason code
A list you set for reasons the employee will take leave within the leave type. This is typically used for Sick leave policy types and can include reason codes such as Headache, Mental health day, or Accident at work.
Request override
This defines if existing time off requests for this policy type, whether approved or pending approval, can be overridden by a new time off request. This can be used with policies that include either a Working or Not working, unpaid activity type.
Units
Determine whether a given policy type is tracked in days or hours. The policies associated with this policy type will be subjected to the Units defined in the policy type.

Time off policy settings

Active employees should be assigned to a given policy from a policy type. To learn more about active status, see View employees' lifecycle statuses and changes.

Allowance
Typically includes a yearly interval with a start and end date where a policy is tracked with a base annual allowance or unlimited, balances are calculated, and requests are deducted from the balance. Once the cycle ends, given the employee remains an active employee, a new cycle begins.
Cycle
Period for the time off accrual, which can be annual, semi-annual, quarterly, monthly, semi-monthly, bi-weekly, or weekly, and can be defined per policy.

Annual cycle terms

Activity Period
Defines the annual cycle tracking from/to the 1st day of a given month.
Cutoff (days)
This parameter defines a grace period (cutoff) after the cycle ends, where the Time Off cycle can still be updated with Time Off requests before it is locked and no changes can be made. The cutoff time will be set based on the value entered for the Activity Period (except when the cycle is Monthly and the activity period is not from the beginning of the month to the end of the month.

Monthly cycle terms

Accrual Balance Period
This parameter states that the accrual will be added monthly, accrued at the beginning or end of each month given on the first date of the following month. In Bob, the accrual always applies to the period from the 1st day of the month until the end of the month.
Activity Period
This defines the monthly cycle start and end time, during which Time Off requests can be made, balance can be adjusted, and so on.
Annual Carryover and Grant Date
This defines the date the cycle will be determined when it comes to carrying over the remaining balance from the previous year and granting employees with an annual grant (for policies whose allowance calculation is set to Annual Grant)
Cutoff (days)
This defines the grace period when previous monthly cycles can still be updated.
For monthly cycles, the Cutoff period is always counted from the start of the following month, irrespective of the Activity period.

Semi-monthly cycle terms

Annual Carryover and Grant Date
See the above definition in Monthly cycle terms.
Cycle Starts on Every
For a Semi-monthly cycle, define the two days in the month where the two Semi-monthly cycles should start.
Cutoff (days)
This defines the grace period when previous Semi-monthly cycles can still be updated.

Bi-weekly cycle terms

Annual Carryover and Grant Date
See the above definition in Monthly cycle terms.
Cutoff (days)
This defines the grace period when the previous Bi-weekly cycle can still be updated.
First Cycle Starts On
This serves as the anchor date from which the system will generate Bi-weekly cycles. The Admin will be directed to a date picker and prompted to define the first Bi-weekly cycle to be tracked in the system. Bob allows the Admin to define any date up to an offset of 13 days as of today.

Weekly cycle terms

Annual Carryover and Grant date
See the above definition in Monthly cycle terms.
Cutoff (days)
This defines the grace period when the previous Weekly cycle can still be updated.
Weekly Cycle Starts Every
This defines the day of the week every cycle will start.

Allowance calculation and restrictions

Accrual period proration
Defines whether the allowance entitlement that the employee earns (accrued based on the cycle's frequency) is further prorated should the employee is not assigned to the policy during the whole cycle or will they get the total amount. This will determine whether an employee who was assigned to the policy in the middle of the cycle (or who was terminated during the cycle) will:
  • Still earn the total amount as if they worked the whole cycle (not prorated), or
  • Earn the allowance by the total amount of days they were assigned to the policy in the cycle.
Allowance entitlement
Defines how the employee's entitlement is calculated:
  • Annual allowance: time off entitlement for the policy. The amount can be set in days or hours based on the policy type this policy pertains to. The amount will be earned based on the cycle frequency.
  • Hours by hours worked: for policies that are tracked in hours, and the T&A module is activated, the system can create a time off accrual based on the total hours the employee reported in a given timesheet that the manager approved. This method is typically used for part-time employees, whose allowance is determined by the number of hours they worked. You can set a ratio between the number of hours worked converted to 1 hour of time off.
Annual grant
An annual grant is when the employee is given the whole amount of annual entitlement from the first day they were assigned to the policy, even if they were assigned to the policy in the middle of the year (in the middle of the annual cycle).
Carryover limit
This defines what the system is supposed to do when by the end of the cycle, there are days/hours left in the balance that the employee did not book. Carryover means unused hours/days are carried over and added to the following year's new entitlement.
If you wish to limit the amount of days/hours that are carried over to next year, enable this to set the amount of days/hours that can be carried over from the remaining balance of the end of the cycle in the Max days/hours field.
Carryover Expiration
The number of months/years the carried-over hours/days be available after the carryover occurs before they are lost.
Maximum balance
Whenever the calculation attempts to exceed the defined value, it will be trimmed and adjusted to the max balance.
Minimum balance or negative balance
This will block the employee from requesting more days/hours than they have in the balance. When this is disabled, the employee can get into a negative balance (no limit). If set to zero, the employee will not be able to get into a negative balance. Any value below zero will limit the amount of negative balance (deficit) the employee can reach.

To learn more about accumulating time off by hours worked, see Accumulate time off based on hours worked.

Prorate Allowance by %FTE
For allowance entitlement set as Annual Allowance, you can define whether the amount specified in Allowance entitlement will be prorated (or trimmed) based on the employees' %FTE (full-time employment).
Prorate allowance by number of days worked per week
Allowance entitlement of a specific number of days off each cycle, depending on how many days a week they work.This is by the number of days they work per week. To learn more, see Set up and manage time off policies. .
Prorate the amount requested by %FTE
Allows prorating the time off requested by part-timers based on their working pattern.

To learn more about prorating allowance entitlement and time off requests, see article Prorate allowance entitlement by %FTE.

Years of service (YOS)
Allows you to set an increase in the annual allowance based on the employee's seniority. It allows you to set the addition of days/hours per amount of years of service. You can define the increase in seniority (in years) and the extra days/hours that will be added to the base allowance (as specified in the Annual Allowance field). YOS dates can take effect via pay cycle or sync to an employee’s work anniversary under the Allowance update option.

Balance display settings

The terms below affect how the balance is displayed in the time off audit screen. Regardless of which cycle is set, the balance can be rounded based on the following parameters:

Precision
Determines the rounding resolution.
  • 1 decimal place: a balance of 17.25 will be rounded to 17.3 (Up) or 17.3 (Nearest)
  • 2 decimal places: a balance of 17.255 will be rounded to 17.26 (Up) or 17.25 (Nearest)
  • Half: a balance of 17.25 will be rounded to 17.00
  • Whole number: a balance of 17.255 will be rounded to 18 (Up) or 17 (Nearest)
Round Balance
This determines how the balance will be rounded - either Up or Nearest.
  • Up rounds the balance to the nearest value based on the precision set.
  • Nearest rounds the balance to the nearest value based on the precision set.
System display
For an annual cycle defined from a given month to month (not based on an employee's anniversary), there is an option to add more up-to-date displays of the balance. There are two options:
  • As annual accrual: This shows the annual balance for the annual cycle end date.
  • As monthly accrual: This shows the balance as accumulated up to the current month and not the expected balance by the end of the annual cycle.

Time off request settings

Minimum time to request (in Days or Hours)
Defines the minimum time off interval request.
  • For a policy tracked in hours, the minimum time off interval requested is 15 minutes, 30 minutes, 1 hour, Half a day or a Full hour.
  • For a policy tracked in days minimum could be half a day or a full day.