This article will explain how you can add new time off policies for your company. Once all of your time off policies have been set up, they can be assigned to employees.
Configuring the Basic Details:
- Navigate to the ‘Time Off’ module
- Under ‘Actions’ select ‘Add Policy’.
- Enter policy name.
- Choose whether it is paid or unpaid.
- Choose policy effective and expiration date (if applicable).
Configuring Accrual Schedules:
- Choose how often you would like to add time to the employees’ accounts.
- Choose how much time per accrual period each employee should receive. This can be entered as days or hours in the drop-down.
- Select a waiting period, maximum balance, and carry-over amount if applicable.
- Waiting period can be used to determine how long an employee will need to be employed with the company before this accrual schedule will apply to them. For example, if the policy is to provide employees with a specific balance after working 2 years, "On the __ anniversary" can be selected along with 2 in the year(s) box.
- Maximum balance refers to the maximum amount of days/hours an employee can accrue while in a specific accrual schedule.
- Carry over refers to the amount of days/hours an employee can carry over after the balance resets.
You can also add more accrual schedules in the case that you want to add different amounts of time off based on how long employees have been working at the company.
Additional Details:
- Proration Rule: Choose whether or not you want the plan to be prorated.
- Prorated - Employee begins accruing time off immediately based on how long they have remaining in the current accrual period.
- Non-prorated - Employee begins accruing time off at the start of the next accrual period.
- Balance Reset: Decide when the balance will reset: employee work anniversary or first day of the calendar year. If there is a carry over configured, this is when that carry over rule will be applied.
- Approving Time Off Requests: Choose who will approve time off requests: reporting manager or employer administrator (portal admin). This is the person who will receive time off requests from employees. If an employee does not have an assigned reporting manager, the time off request will go to the employer administrator.
- Days of the Work Week: Choose what days of the week you want the time off to be applicable for. By default the policy will be applicable from Monday through Friday, but can be customized to include weekend days too.
- Setting a Usage Waiting Period (Optional): If a new hire has to wait a certain amount of time before they are able to use any accrued time off, this can be set in the usage waiting period setting. The days entered here should be the time between the date of hire and the first day that they are allowed to use their accrued time off. For example, if an employee is not allowed to use their time off balance until after they have been employed for 90 days, enter 90 days.
- Setting a Maximum Accrual (Optional): To set a maximum amount that an employee can accrue during the accrual period (defined by the accrual method setting above), enter the amount here. This option will appear as days or hours depending on the accrual schedule defined above. This setting is used in accordance with UZIO Payroll where employees accrue based on the amount of hours worked. When UZIO Payroll is in use, a new accrual method named "Flat Amount on Hours Worked" will appear in the "Accrual Method" drop-down.
- Setting a Maximum Usage Limit (Optional): To define a maximum amount employees can use during a given accrual period, select this option. For example, if a vacation policy only allows employees to use a maximum of 20 days per a yearly policy, enter 20 in this setting.