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Getting started - timeoff types

Before allocating timeoff allowances to employees you need to setup and configure timeoff types. These are really just rules which govern how each type of leave can be used by the employee in accordance with your policies and procedures.

To make this change, browse to Administration > HR > Timeoff Management > Time off Types

Description - a brief description giving employees more information about this time off type.

Parent - if you would like this type to be housed within an existing timeoff type select the parent from the list. As an example, you may have multiple ailments under the parent category of "Sickness", or multiple types under the parent category of "Appointments" - this will allow for a better employee experience when entering their timeoff and provide you with more granular reporting as to why employees are off work. 

Calendar colour - you can select a colour for each timeoff type by using the colour picker or entering a hex code. Please note when timeoff types are only partially visible on the public calendar (covered further down) the colour will always default to blue for employees/line managers to help with data privacy. 

E.g. if you selected a "Green" colour for "Compassionate leave" but had it set up so that employees could only see that Joe Bloggs is out of the office, with no reason shown, the calendar colour would default to blue for other employees who can see this, as if they'd taken compassionate leave themselves and recalled it was green, they might work out that another employee is absent for this reason. 

Deduct from holiday allowance - this determines if you want your employees to have one type of timeoff for which they are allocated an allowance or more than one or, indeed, types where there is no allowance.

  • For example, if you give your employees a single timeoff allowance of 20 days per year then you should choose Pool as this gives them one allowance from which to draw down timeoff
  • If you give your employees more than one allowance (for example, 15 days holiday and 5 days sick leave) then you should choose Individual as this allows you to enter a timeoff allowance per type for each employee
  • If your employees accrue long service leave you can define the conditions for gaining this using the accrued on length of service and accrued on length of service - alternate types. You can also use the standard accrued on length of service type to allow employees to accrue holiday as the year progresses. 
  • If you have additional types which do not carry any allowance then you should set Deducting to No as this means there is no allowance allocated to the employee

Time off in lieu - do you want to use this time off type to use for time off in lieu (if enabled)?

Paid - Yes/No - informational only. Should the employee be paid for timeoff booked under this type?

Authorised - Yes/No - used in Bradford Factor calculations and to report on timeoff patterns. If the timeoff can be preapproved in advance then set this to "Yes" but for something like sickness, AWOL then you would choose "No" so that this type counts towards absence reporting. 

Return to work required - mainly a UK process whereby employees may be required to complete a return to work interview after certain types and duration of timeoff. This is most often applicable when Authorised is set to No.

Self certification required - send a custom form to employees as they return from this instance of absence, the employee will be able to complete a form and return this to the manager/ HR. 

Bookable by employees - can the employee see this timeoff type when they request timeoff? Can be used for things like discretionary leave, for example where you can add this via the timeoff module but the employee cannot see or book this.

Viewable on public calendar - if you have set your calendar to public (i.e. everyone can see everyone elses timeoff) then you can determine what is shown for this type. The options are:

  • Yes fully visible - means everyone will see the employee's name and the name of the timeoff type e.g. Joe bloggs, Annual Leave.
  • Yes but no reason shown - useful to show that a specific employee is out of the office but the name of the timeoff type will not be visible on the public calendar. E.g. for Sickness ailments or antenatal appointments which the employee wouldn't want shared across the company.
  • No - nothing is shown on the public calendar when then employee takes this timeoff type.

Troubleshooting Top Tip:  If you get into a muddle with time off types, on the main time off types page there is a troubleshooter section at the bottom which allows you to see the overall impact of your choices for timeoff types and highlights any conflicts which may have occurred.

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  1. Jason Dowzell

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