Creating a new time off policy

• Navigate to Time Off Policies from the side menu.
• Select to add a new time off policy.
• You will see a pop up to input a name and description for your policy.
  
• Select ‘Create time off policy’ to continue setting up the rest of the details.
• If you want all new employees to be automatically placed into this time off policy, you may select the ‘mark as default’ option.
  

• Time Bank Allowance: In the Time Bank Allowance section, you will see each time bank listed that you can choose to use in your policy. Currently you can choose to have a Vacation, Sick and PTO time bank and each bank can be set up to accrue time differently. Select ‘Manage’ on the right side of each bank to set up the following:
  
  
  • • Beginning Balance: Designate a beginning balance of hours in addition to the accrual of hours at the chosen frequency. Employees enrolled in these policies will automatically receive the hours stated in the beginning balance and continue to accrue hours as usual.  
    • Accrual Frequency: Select how often you want time to accrue. You can choose between weekly, biweekly, simi-monthly, monthly, or yearly.
    • Accrued Hours: Select how much time you want to accrue at the chosen frequency. You can input whole hours or time up to two decimal places. 
    • When Will Time Begin To Accrue: Select the date or day of the week you want time to begin to accrue.
    • Does Time Bank Allow Negative Balance: Customize if you want to allow employees to go into a negative balance on the selected time bank.

     Example: Employees can accrue 4.2 hours every 2 weeks.

• • • 4.2 is the amount of hours and 2 weeks (biweekly) is the frequency. This is configured per policy so you can set up a different amount of hours and frequency on a different time off policy.
    • Note: If your company or a policy does not use a certain time bank, be sure to put '0' for the amount of accrued hours and does not accrue negative hours. The other settings will not impact this bank.   

• Accrual Start Date: Designate if you want employees to start accruing time immediately on their hire date or if a waiting period is required before they can begin accruing time.  
  • • Note: Be sure to enter a start date in each employees directory profile. 

• Maximum Balance: This section allows you to determine when employees should stop accruing time, if at all. You have the option to select No Limit or add a custom limit number of hours.
  • • Note: employees will not accrue time in the listed time bank if your Maximum Balance is set to 0 hours. 

• Benefit Year: Use this option to select when you want your benefit year to start. Each benefit year, employee's accrued and used numbers will reset based on your policy settings. This is also the date that your carryover settings will take effect. This helps employees with monitoring how much time they have accrued and used throughout the current Benefit Year. You can set this to start at the beginning of the year (January 1), a custom fiscal year, or at the individual employee’s hire date.

Note: Please note that this setting does not control when employees accruals will occur, that is controlled by the Allowance settings.  

 

• Carryover:  Customize how your company allows employees to carry over hours they have not used during the benefit year. You may allow employees to carry over all unused hours, up to a specific amount of hours, or none at all. Additionally, you may allow employees to carry over unused hours up until a specific month.

• Paid Holidays: You can customize the paid holidays on each policy. We set up default holidays for you to choose from but you may also add your own. 
  
  • • Select the ‘x’ to remove a holiday.
    • Select ‘Add paid holidays’ to add more holidays or add a custom holiday.

• Employees Assigned To This Policy: This is where you can add or remove employees from the selected policy. Select 'Assign employees to this policy' to get started.  

• You can go through your list of employees and select them as you scroll. Or you may use the many filter options to quickly find the employees you want to add to the policy. 

• • • Note: You can also assign employees to time off policies from the Time and Pay tab of each employees directory profile. Edit the Time Off Policy section in the profile to quickly assign an employee to any existing policy in your account.