Getting started with your time off policies

Getting started with your time off policies

Before creating time off policies, we recommend considering the following questions:  

1. How many policies do you need? 
2. Do you have employees with different benefits packages? How are they different? 
3. Do you have salaried and hourly staff? 
4. How do you want your employees to receive their hours/days on a monthly or yearly basis? 

Usually, organizations start with some of these policies: 

  1. Vacation days/hours
  2. Personal days/hours 
  3. Sick days/hours  
  4. Bereavement 
  5. Volunteer day 

Scenarios to consider 

1. I have employees who get 10 days of vacation and others 15 days of vacation? 
There are two distinct approaches you can take to address this issue: 
a. Create 2 policies. We recommend this approach if some employees negotiated 10 days from their contract start and others 15 days. 
b. Create 1 policy and use bonus modifiers. This is really useful when employees are entitled to receive 15 days after a period of time. If you want to learn more about bonus modifiers review this article on How to create bonus modifiers in Time Off

2. Not all my employees are entitled to this benefit. 
You determine who is eligible for the policy and have full access to enrol and unenrol employees from the policy. To learn more about it check out How to enrol employees in policies.

3. One of my employees has a different entitlement, but everyone else is the same 
Ty Lens receives 16 days per year, but all the other employees receive 15 days. 
We recommend doing an accrual override for Ty Lens. Ty Lens will belong to the same policy but instead of receiving 15 days, they will receive 16 when the accrual happens. 

To do an override accrual go to the employee profile, Time Off tab. 
Click on the employee Dashboard. 

As an admin you can override the accrual to 16 days.

To know if someone has an override accrual you can check their Time Off dashboard. 

4. I have both salaried and hourly staff. 
For this scenario we recommend creating 2 policies. 
Vacation tracked in days and the other tracked in hours. This will allow to track better the different benefits they receive and when. 

Vacation salaried 10 -  employees receive 10 days every January 1st. 
Vacation hourly -  employees receive 0.83 the first day of the month. 

Our policies are flexible enough that you determine when the employee receives them. 

To know more about how to create a policy take a look at How to create a time off policy article

After the policies are created you might want to look into who will be approving the hours and if you want the hours to show up in Time Approval (Scheduling and Time Tracking). 
To learn more about this: 

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