Time off admin FAQs

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.

Can I move their requests over?

Yes! If you'd like, you can export their requests from the payroll export, and upload them in admin --> import data into their new time off policy. If you are doing this, you would just adjust their starting balance or accrual rate, and the policy will re-adjust on its own.

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.

Yes! If the date has passed and the request was approved, Owners and People Ops Admin roles can withdraw the request.

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.

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:

To award days to a person:



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:

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.