Time off types settings

 

There are various settings under Time off types - these are outlined below:

Time off type

The name for this type - this name must be unique and cannot be set to "Paid Time Off" as this is is a reserved name already in use in the system.

Calendar colour

If you want this time off type to have a specific colour then you can choose the colour here using the colour picker or by entering the HTML HEX colour - for more information on how to use the Colour Picker go to http://support.naturalhr.com/entries/38577357-Choosing-a-colour-and-using-the-colour-picker

Deduct from holiday allowance - default No

If you want this time off type to deduct from the employee holiday allowance then set this to either Yes from pool or Yes from individual balance. If you choose Yes from pool then the employee will have one time off value entered in their employee file and all timeoff will be booked against that one type. If you choose Yes from individual balance then the employee file will allow you to enter an individual balance against each each time off type and each of these will then be able to be booked by the employee.

*Hint* If you only have one time off type which has an allowance then use Yes from pool - if you have more than one which has a distinct holiday allowance then use Yes from individual.

Time off in lieu - default No

If you want this time off type to used to countdown Time off in lieu (if Time off in lieu is enabled)

Paid - default No

If you want this time off type to be paid then set to Yes. This is not actually used by Natural HR but is provided for reporting purposes for payroll and so on.

Authorised - default No

Used to indicate if a time off type has been pre authorised. Any time off which is set to NO will be included in the Bradford Factor score calculation.

 

Deduct mandatory company holidays - default No

This option is used to determine if this time off type should be used for the deduction of mandatory company holidays.

Note: this option will only show if you have set Company holidays to Mandatory AND no other type currently is set to be used for the deduction of mandatory company holidays

Return to work required - default No

If you require your staff to complete a return to work process such as an interview on returning from an unauthorised absence then set this to Yes. If set to yes all time off entries of this type will be highlighted in red in Time off module until the process is completed.

Bookable by employees - default Yes

Indicates if a time off type is selectable by employees booking time off via Self Service. Regardless of what this is set up, administrators will be able to choose all time off types when entering Time off via the main Time off module.

Viewable on public calendar - default Yes fully visible

If you have set your Company Calendar to public (Administration > Company > Settings > Display settings) then, by default, the employee name and time off type are displayed on the calendar. If you choose NO for this option no time off events of this type will show on the public calendar or you can also choose "Yes but no reason shown" which will show the dates and the employee name but the time off type will not be shown. This only applies to employees view - administrators will still be able to see all data regardless of what this is set to.

 

Editing time off types

When editing time off types the settings shown above are also used but there are an additional XX settings which are explained below.

Time off type - update time off

When editing a time off type name, by default, the existing time off in the system booked using that time off type will remain at the old value -  if you want to update the name of existing time off requests and time off allowances already made using this name then you should tick this box and when you submit all current requests using the old name will be changed to the new name.

Deduct from holiday allowance - transfer balances

THIS CANNOT BE REVERSED SO USE WITH CAUTION

If while updating a time off type you change its deducting type from Pool to Individual or Individual to Pool and tick this box this will move the time off allowances for employees as below. Please note, if you change from No to either of the deducting values this will have no impact.

If you change from Individual to Pool, this will delete all time off balances for all employees using this type in the multiple allowances table and move the current value to the normal holiday allowance. If you have more than one type set to Individual, then you should only do this once as each time it will overwrite the holiday allowance value.

If you change from Pool to Individual this will delete the current holiday value from the employee file and populate the multiple allowances table with this single value using the name you have for the time off type,

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