When setting up a timeoff type (under Administration > Timeoff management > Timeoff types), there is an option to determine if any timeoff booked under that type should have an allowance.
There are 7 different options you can choose:
- No - This type has no allowance;
Yes from Pool - This type does not have its own allowance but will be drawn down from the overall pool of days allocated to the employee:
- In this situation, under Employee Benefits you would enter a single allowance for the employee and any pool timeoff booked would draw down from this.;
- For example, you could have a type called Holiday and one called Birthday with both set to Pool and this would mean that any type booked under either of those would then draw down from the employee overall single pooled allowance;
- When the employee is requesting the timeoff, they will see a parent type called "Annual holiday entitlement" and under this a dropdown from which they would choose the specific type;
- Any allowance added using Pool is totalled and shown in the employee overall allowance.
- Summary - A summary type can be used to roll-up several other timeoff types into one combined type. To include a timeoff type within this summary, change the "Display in summary?" field for the type you wish to include, to 'Yes';
Yes from individual allowance- This type means each timeoff type has its own individual allowance:
- In this instance, under Employee Benefits you would see an entry for each of the timeoff types which were set to 'Yes' from Individual and would then enter an allowance against each type;
- Using the same example as above, when the employee is requesting timeoff, they would see an individual type called Holiday, for example with the allowance for Holiday and another individual type called Birthday with its own allowance;
- Any allowance added using Individual is totalled and shown in the employee overall allowance.
Accrued on length of service - This option allows you to automatically accrue additional time based on the employee length of service. When chosen, a number of additional options appear:
- Meter - Days or hours;
- Per period - Time period the allowance applies to;
- Maximum - Maximum number of days or hours;
- Number - The allowance associated with this.
- For example, you could enter 1 day per 3 years to a maximum of 3 so the employee would then get 1 day for every 3 years service up to a maximum of 3 additional days.
- Any allowance added using length of service is totalled and shown in the employee overall allowance.
- Yes from individual allowance - alternate - As above, but allows you to enter specific allowances for up to 5 years;
Limited allowance - Unlike the other options, limited allowance does not get included in the employee overall allowance. It allows you to specify a maximum number of days an employee can take without it showing in their overall allowance. Additionally, you can automatically transfer any time booked over this allowance to a secondary type.
- For example, if you gave all employees 5 days Paid sick leave, you could create a type called Paid sick leave and choose Limited allowance. You then enter 5 in the Initial limit box and choose Unpaid sick leave, for example, as the Transfer type. In the event of the employee requesting more than 5 days (either as a single request or multiple requests) the request would get split with the first 5 being booked as Paid sick leave and the remainder booked as Unpaid sick leave.
- You can also specify whether the limit is per holiday year or rolling year (i.e. in the last 12 months) as well as specifying the employment period so only people with more than x months service will be able to get this type.
- This additionally allows you to then only give the 5 days Paid sick leave once an employee has been with you for 6 months, for example.
Please Note - There may be scenarios where you have different polices or rules. For example, you might have UK employees who get 5 days Paid sick leave and US employees who get 10 days Paid sick leave.
In this case, you can Restrict access to any time off type by Site. So, you could create a type called US Paid Sick leave and set the initial limit to 10 days and restrict access to only those employees attached to specific US sites and a type called UK Paid sick leave and set the initial limit to 5 days and restrict access to only those employees attached to specific sites.