Time off admin FAQs

employee balances and policies an employee changed locations and changed time off policies how is that handled? time off policies adjust automatically when an employee changes locations and therefore changes policies, they will automatically be moved to the new policy their starting balance will adjust to the new policy, therefore the current balance will be different admin will need to manually adjust if any change is needed otherwise tip you can set up actions to send a notification to administrators when an employee meets critiera to move to a new policy! see the workflows below an employee didn't end up taking the time they had requested can i change it? yes! if the date has passed and the request was approved, owners and people ops admin roles can withdraw the request i need to adjust an employees balance go to the time off policy > adjustments, set the desired date and make the adjustment in the middle column note an adjustment sets the balance as of that date all approved time off requests from before that date will not be considered in the balance anymore, only future requests different policy setups time off in lieu (toil) or earned/event driven policies these policies start at a zero balance and days are awarded only when a specific action occurs such as working overtime, working on a holiday or making a weekend push to finish a big project days are usually added at the discretion of hr or management and usually defined in a handbook or on the policy to create this policy set the policy type to in lieu (this is organizational only) set how much time should employees get per year? to 0 add any additional policy settings such as who it applies to, expiration, maximum days and descriptions adding a employee facing description can help clarify any rules around the policy make the policy active to award days to a person as an admin, navigate to policy details modal for that person and click add adjustment add an adjustment for the number of days with an effective date of the day that the time is being awardeded for if you need to award a partial day, you can use decimals such as 0 5 days the employee can now request from this policy tenure based policies employees can earn more days of pto as their tenure in the company increases example 1 under 5 years tenure starts with 20 days, but between 5 10 years tenure they start with 25 days this is awarded on the date of their anniversary on their 6th year, they will start with that amount at the start of the policy year example 1 setup create one policy that applies to all of these employees then create actions that will do the following every day, look for employees who's start date was 5 years ago, and who meet the time off policy filter send a message to a person or to an email address message to paste {% assign anniv = db job find{it startdateorg=date(" 15y") && it location "the netherlands"} %} anniversaries {% for person in anniv %} {{person name}} reached their 15th year and will receive 1 additional pto day (29) on {{person anniversary}} {% endfor %} this message will display anniversaries john smith reached their 15th year and will recieve 1 additional pto day (29) on 9/30/35 albert rodriguez reached their 15th year and will recieve 1 additional pto day (29) on 9/30/35 action recipient takes recipient needs to allocate the additional days to that employees balance they can prorate it or give the full amount see "i need to adjust an employees balance" above example 2 under 5 years tenure starts with 20 days, but between 5 10 years tenure they start with 25 days this is awarded at the start of their 5th year they then will start with this balance again on their 6th year, etc to set this up, put all employees in the same policy, and manually adjust their starting year balance accordingly you can leverage the data sheet to give a list of employees that would apply