Getting started - time off types

Before allocating time off allowances to employees you need to setup and configure time off types. These are really just rules which govern how each type of leave can be used by the employee in accordance with your policies and procedures.

  • Deduct from holiday allowance -Basically, this determines if you want your employees to have one type of timeoff for which they are allocated an allowance or more than one or, indeed, types where there is no allowance.
    • For example, if you give your employees a single timeoff allowance of 20 days per year then you should choose Pool as this gives them one allowance from which to draw down timeoff
    • If you give your employees more than one allowance (for example, 15 days holiday and 5 days sick leave) then you should choose Individual as this allows you to enter a timeoff allowance per type for each employee
    • If you have additional types which do not carry any allowance then you should set Deducting to No as this means there is no allowance allocated to the employee
  • Time off in lieu - do you want to use this time off type to use for time off in lieu (if enabled)?
  • Paid - informational only. Should the employee be paid for timeoff booked under this type?
  • Authorised - used in Bradford Factor calculations and to report on timeoff patterns. If the timeoff can be preapproved in advance then set this to yes but for something like unauthorised absense then you would choose no.
  • Return to work required - mainly a UK process whereby employees may be required to complete a return to work interview after certain types and duration of timeoff. This is most often applicable when Authorised is set to No.
  • Bookable by employees - can the employee see this timeoff type when they request timeoff. Can be used for things like discretionary leave, for example where you can add this via the timeoff module but the employee cannot see or book this.
  • Viewable on public calendar - if you have set your calendar to public (i.e. everyone can see everyone elses timeoff) then you can determine what is shown for this type. For example, if you were setting this type to Bookable by employees No then you might want to not show it on the calendar at all or, as an alternative, show the employee name and duration but not the time off type.

Troubleshooting Top Tip:  If you get into a muddle with time off types, on the main time off types page there is a troubleshooter section at the bottom which allows you to see the overall impact of your choices for timeoff types and highlights any conflicts which may have occurred.

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