Time off policy settings

this page contains balances you can create time off policies with unlimited or upfront balances in charthop time off types charthop includes a set list of time off types pto sick bereavement vacation jury duty parental leave medical leave in lieu offsite unpaid short term disability long term disability military leave religious leave voting volunteer unknown pto sick bereavement vacation jury duty parental leave medical leave in lieu offsite unpaid short term disability long term disability military leave religious leave voting volunteer unknown confuguring policies 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 proration 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 do not round (8 415 → 8 42) \[rounds to the nearest 100th ] round up to the next full day (8 415 → 9) round up from 0 5, round down below 0 5 (8 415 → 8) round up to the nearest half day (8 415 → 8 5 \[if half days are enabled] example an employee gets an upfront balance of 20 days a year for a policy that starts on january 1 they start on june 17th this means the employee will work 197 days of the year, or 53 97% of the year 20 days (upfront balance) 5397 (percentage of year worked) = 10 794 rounding is set to " round up to the next full day" so 10 794 rounds to 11 allow partial day requests 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 shortest period that can be requested requestor options half day full day half day 2 hours full day 6 hours half day 2 hours 1 hour full day 7 hours 6 hours 5 hours half day 3 hours 2 hours 1 hour 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 limit number of days in a single request 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 apply a policy to a subset of employees cql filters are dynamic, so as an employee's information changes, they will move into a different policy examples us sick time policy applies to all employees whose home country is the united states address country "us" those employees will see the sick time policy on their profile tab once active employee moves to the uk once the change is processed and their home address country is now “gb” the following happens admin adjust balance to reflect new policy previous time off requests will continue to be tracked against old policy 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 go to admin > modules scroll to hris > time off add in the default message you would like to display adding holidays 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 approvals 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 making a policy active 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 adjusting balances 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