Creating and managing policies in Time Off / Individual accrual override
This guide will walk you, as an Admin, through the basic steps to set up your organisation for success on the Hub & Time Off. The following pages will cover everything from setting up your vacation policies to setting up a reviewer structure so that vacation requests are automatically set to the appropriate people for approval.
Policies homepage, an overview
As an Admin of Time Off, one of the many sections youèll have access to is the Policies page. From here you can:
- Create new time off policies or edit existing ones.
- Edit who is enrolled in what policies.
- Use the Days Taken analytical graphs that appear on the policy cards to get a deeper understanding of time off trends across your entire organisation over the year.
Policy creation is broken into four sections- Basic Info, Scheduled Accrual, Reset and Carry Over, and Bonus Modifier. Each section will allow you to define important information about your policy and how it works.
This page will allow you to input information such as the name of the policy, when it takes effect, and if it's prorated or not.
In the example below, we are creating a vacation policy for our "ABC Company."
The first step will be to name your policy and choose a policy icon in the section highlighted below.
Fun fact! The policy icon and colour will auto-populate for you depending on what keywords you’ve used in the Policy Name. For example, if you entered "Sick Time", the icon will change itself to the heartbeat icon.
The next step will be to decide when the policy comes into effect for enrolled employees. There are two options:
- Immediately: The policy will come into effect on the employee’s Date of Hire. This date is synced from payroll or set when adding a new employee in the Hub.
- Delayed Effect: Here you can set a probationary period on when the policy will come to effect for the employee. For example, you may want to use this option for cases where your enrolled employees can’t take time off until after a three-month probationary period.
While requests can still be made during a waiting period , we provide the reviewer with messages to ensure they can make an informed decision when rejecting/approving.
Next, you'll decide whether to track the policy in days or hours and what the minimum length of a request can be.
In this example, the policy is set to be tracked in days with a minimum request length of 1/2 a day.
You'll also be able to specify if your policy is unlimited with the " Does This Policy Allow For Unlimited Time Off" button. Choosing "Yes" will disable any further settings as they won't be applicable.
The last step in the Basic Info tab is to enter the Employee Balance Limit. This refers to the maximum number of days (or hours) the employee can accrue in this policy. This includes employee's available time off for the current period as well as any carryover from previous periods. Any accrual that would exceed the Employee Balance Limit value will be lost. For example, if someone has worked for your company for 5 years and never requested time off, and you allow for unlimited carry over that never expires, the maximum banked available time they'll have never exceed the balance limit.
The next section allows, Scheduled Accrual, will allow to you specify how often, and how much, available time off is allocated to enrolled employees.
If your enrolled employee will be receiving available time off on a scheduled basis (such as once a year or every month) you'll select Yes under "Are Employees Given Time Off Allowances On A Scheduled Basis?".
The "Base Amount To Be Given" is the minimum number of days given under this policy. By default, everyone enrolled in the policy will receive this number of days off. Don't include any exceptions here- exceptions are added using bonus modifiers or individual accrual overrides.
The next step is to decide how your team is given this base amount: yearly, on January 1st, or accrued monthly over the year.
For example, if everyone in your company gets a minimum of 3 weeks (15 business days) vacation per year, you'd specify 15 days here. This number is the entire yearly amount of time available you're giving everyone enrolled in this policy, at a minimum. Anyone who has negotiated more days, an increase in days given based on seniority, etc. get handled through bonus modifiers or individual accrual overrides.
Important note: Time off does not accrue available days day-over-day. This means that either your entire time off availability will be given once a year (most often on Janruary 1st) or be given monthly on the day of the month you select (every month they'll get a portion of the entire 15 days given to them).
The second option, proration ensures that anyone joining mid-calendar year receives a portion of the default (in this case 15 days) based on their start date. Selecting proration for the next accrual date means no time off would be earned until the following January 1st, but would include pro-rated time from the current year.
Reset and Carry Over
If your time-off allowances reset on a scheduled basis, you'll follow this part to set that up. You can choose to reset the balance yearly, or monthly, and the date that the reset occurs. Best practice is to follow calendar year resets, but you can also choose to do the day the employee gets enrolled in the policy (which is typically their start date, the day they sync from Payroll).
If you don’t want employees to carry over all of their unused time off year-over-year, you can place a limit on the carry over amount in the Reset and Carry Over tab.
Below, the example only allows maximum of five days to be carried over. Secondly, the carry over days must be used before March 31st of the calendar year. The benefits of adding an expiry on time off is that it encourages your employees to actually take time off!
The next step is to set up Bonus Modifiers to apply time off availability exceptions or seniority based balance adjustments.
Don't have any time off exceptions for this policy? Click here to skip to editing policy enrollment.
Bonus Modifiers explained
Bonus Modifiers are additional configurations that you can use to automate how your employees accrue time off balances. They are used to supplement the base allowance that you set, limited to targeted groups of employees, whether it is based on seniority, department, or length of service.
To get started, click on Add Bonus Modifier.
A Seniority Bonus is one example of a bonus modifier that you can create. This is a bonus that is given to employees when they reach a certain number of months or years they've been with your team. In this example, an extra five days is given for each employee that reaches five years of employment.
When adding bonus modifiers, indicate the amount given when an employee becomes eligible for this bonus.
Note: This is in addition to the base amount. The two numbers will be added together. If someone gets 20 days at the 5-year mark, you'd only want to put 5 days in the bonus modifier as you've already set the 15 days minimum in the policy.
Second, bonus modifiers can either be used for 1-time bonuses or to occur every year/month after they become eligible. In the example below, the bonus only occurs on the year of their 5th year anniversary.
Finally, go to Membership Rules -- this will allow you to apply the bonus modifier to a targeted group. In this case, the bonus time off comes into effect when an employee hits their 5-year anniversary mark.
A second type of bonus modifier is a targeted bonus, which can be applied to a specific group of employees.
The initial steps are the same as seniority bonuses, but the membership rules vary.
Here, we have indicated that the team "Senior Leadership" receives an additional time off bonus, however, we have also indicated that they must have reached three years of employment in order to receive this bonus. If we had configured the settings to be any, instead of all, anyone who has reached three years in service OR is on the Senior Leadership team would get the extra three days.
In this case, employees must be on the indicated Senior Leadership team AND have reached three years of service.
Once finished setting up bonus modifiers, you will be brought to a page where you can see all your bonus modifiers to review. Click Save to complete the setup.
Once you have added all the modifiers applied to your policy, head back to the Policies page to view all your policies for a final review.
The next step is to enrol existing employees and set future enrollment settings. Get started here: Enrolling Members.
Individual accrual override
Have a few employees who receive more vacation time than the rest of your employees but don't want to create a separate policy for them? You can use the manual Override Accrual button.
Individual time off accrual override will change a specific person's yearly/monthly accruals from the base policy amount to a new base amount. The override accrual will not impact their eligibility for bonus modifiers.
This feature is available for administrators to access, only. Learn more about permissions here.
To use this feature, navigate to the employee's Time Off tab in their Hub Profile and click View Dashboard. From here, find the policy card of the policy you'll be modifying the employee's accrual for and click Override Accrual. This will allow you to enter a new accrual amount for that employee and leave a note indicating why the change was made.
Once saved, the new override amount will appear with a tooltip explaining that it's
- Time off does not track the dollars owed to your employees or automatically sync/integrate with Payroll when it comes to paying out your team's owed vacation. You'll have to continue to use the Payroll product for these functions. Learn more about reporting and manual reconciliation available here.
- Policies, once created, shouldn't be modified. If you're modifying beyond the basic info, this can potentially cause data disruption around balances. Contact support at email@example.com for any accrual or carry over adjustments that need to take place.
If you believe any information is incorrect, please contact firstname.lastname@example.org