Time off policy settings

This page contains all of the time off policy settings:

You can create time off policies with unlimited or upfront balances in ChartHop. 

ChartHop includes a set list of time off types

To create a policy, name the policy on the top of the page. Employees will see the name of the policy and the type when they request time off. 

What employees see:



Policies with an upfront balance will be prorated for employees if they start mid-year. The calculation is based on the number of days the employee will work in the remaining calendar year. 

These balances can be rounded based on any of the following rounding settings

Example: 

Check this box to require that people add a written note when submitting a time off request.

Without it they are still able to add a note, but it will be an optional field.

Check this box to allow people to request in increments smaller than one full day. You can then select a Shortest period that can be requested. Here is how each of these settings translate to options for requestors:

All values currently assume and 8 hour work day and cannot set specific times to be out. This information can be added in the note.

Requesters are only able to request partial days on the first and last day of a request. If they need more consecutive days of partial days they can create multiple requests.

Use this setting to set a maximum number of days on a given requests. You can set this limit at 0.5 day increments.

For example, if you have a sick day policy where you can't request more than 2 sick days at one time, you can use this setting to set that limit.

If an employee tries to request more than the limit, they will see this feedback on their request:



CQL filters are dynamic, so as an employee's information changes, they will move into a different policy. 

Examples: 

Employees without a policy that applies to them, will be displayed a default fallback message. For example, if you have people who will not be using time off in ChartHop, you can provide a link to the site where they should complete their time off requests.

To set the Default message for employees without a time off policy applying to them:

You can specify holidays that are exempt from a policy. These days will be skipped over when detracting days taken from a balance. 

We recommend you set up one holiday calendar per time off policy.

Weekend days are automatically exempt from balances.

The approver for a policy can be the requester’s manager, grand manager, or a set person in the organization.

If a person is reporting to an open job, their manager's manager will receive the request.

A policy defaults to inactive. When you are ready for employees to be able to request against their balance, you can make the policy active. 

If a policy is active and is made inactive, the history of the requests made and taken will stay in the employees profile tab. Their balance will no longer display on their profile tab, and they will no longer be able to request against that policy.

Balances on the employees profile tab reflect days that have been requested and approved. Days that are in a pending request are not deducted from the balance. 

If you transition to ChartHop for time off mid year, you can manually adjust employee balances to ensure they are requesting against the current value. 

To adjust a balance, you can change the value in the “modified” column next to the employee's name in the “Balances” tab. Once a balance is edited, the cell will turn blue to indicate the value has been changed. 

When a balance is changed, any request that has been taken before the adjustment date for the calendar year are no longer deducted from the balance. Only future requests and time off scheduled after the balance adjustment date will be deducted.