- Add a new policy
To setup any sick, vacation, or PTO policies, refer to the Time Off page under Settings.
To Add a New Policy select New Policy on the top right.
1. Give the policy a name, like PTO.
2. Then select the type, either Vacation or Sick.
3. Select the Earning Method, which is either Accrual or Lump Sum.
Accrual means that the time off policy is awarded based on the number of hours worked. For example, if the policy states you earn 40 hours per year, but on average, you only work 30 hours per week, you’ll only earn 30 hours of time off.
Lump Sum means that if the policy states you work 40 hours per year, as long as you meet the average hours worked threshold, you’ll earn the full 40 hours.
4. Next is the award frequency, which is how often the time off will run, calculate and award the employees. Is this earned on the employee’s Anniversary Date, or Each Pay Period?
Per Anniversary Date means when the employee hits their anniversary, they get a lump sum amount of time off earned per the above settings.
Per Pay Period means the employee earns a small amount per pay cycle.
5. The Look Back Period is how far back is the system calculating the average hours worked.
If the Award Frequency is set to Anniversary Date, it automatically looks back 48 weeks.
6. The Minimum Threshold is the minimum number of hours worked in a week to earn time off.
For example, if the user must be full time to earn time off, the threshold would be set to 32 hours.
7. Next is the Maximum Carry Over – how many hours are employees allowed to carry over time off year to year?
If this is set to 0, then whatever amount of time off an employee has in their bank will reset to 0 on their anniversary date.
8. The Maximum Allowed is at the very most, how much can any user ever have at a time. This can be calculated by combining any Carry Over amount + the maximum number of hours that can be earned in a year.
9. The final section is adding the time off earned per anniversary.
The Thru Year is through the year of employment.
Depending on how the time off policy is written, you can use the Look Back Period and the Thru Year to set different starting periods.
If no time off is awarded until after the first year, the Look Back Period would be set to 50 weeks (52 weeks in a year minus a pay cycle).
Once they complete year one (through the Look Back Period), they qualify for 40 hours per year. This would-be setup like below:
The Thru Year is once you complete the full 4th year of employment, you then move up a policy.
You can add multiple ranges by selecting the Add Range button or selecting the Split button as shown below.
You can manually update the Thru Year and the Yearly amount awarded.
Should anyone’s anniversary be higher than the largest Thru Year listed, the award amount will match that of the highest set limits.
To edit a policy, just click on the policy on the left side. Make any changes needed and save.
If a time off policy is no longer active, you can select the ellipsis at the top right of the screen and Deactivate it. This will prevent it from being added to any user profile moving forward.
IF PRO TIP: Adding the Time Off policy is only one half of ensuring that time off is awarded correctly. In Settings / User, when creating user profiles, make sure the time off policy is added to each user that should qualify for this.