Prorating Time Off Allowances for Part-Time Employees
Within Natural HR it is now possible to automatically prorate time off allowances for part-time employees based on either:
- Their FTE or
- Their working days
In the latter case, we can only prorate if the employee has "simple" working days which are the same each week and are defined in the Employee Benefits module. This is ideal for employees who work less than 5 days per week but the same number of days each week, for example, if an employee works Monday-Wednesday instead of Monday-Friday. This setup is not suitable for people who have complex working patterns defined in the Working Patterns module.
There are 4 stages to setting up time off of this type:
- Enabling in Time off settings
- Setting a Time off Type to accommodate allowances
- Entering Allowances to be Pro-Rated
- Setting the Employee's FTE or Working Days
Each step is described below, followed by Examples of the results of this configuration.
Enabling in Time off Settings
In order to set this up you will need to make a change to your organisation's time off settings, which can be found under:
Administration > Company > Settings > Time off settings (global)
Scroll down to the 'General settings' heading and locate the 'Auto populate allowances based on site and job title' setting. Set this to 'Yes' to enable this feature. In the same section you will also note a setting labelled 'Service leave - prorate option'. Set this to either 'Prorated based on FTE' or 'Prorated based on working days' to choose whether your part time allowances will be prorated based on FTE or Working days.
Click on 'Submit' to save your changes
Setting a Time off Type to accommodate allowances
Next, you will need to add a Time off type against which the allowances for Part-Time Workers will be stored. To do this go to:
Administration > HR > Time off management > Time off types
Click on the 'Add' button to add a Time off type.
This should be set up in the same way as any Individual Allowance time off type to be allocated against employees. Important fields to consider on this page are:
- Time off type - A name for the time off type which will be seen by employees and managers when booking, approving or reporting on time off of this type.
- Deduct from employee allowance? - This should be set to 'Yes from individual allowance'.
- Paid and Authorised - Should both be set to 'Yes'.
- Auto Populate Type - Should be set to 'Yes' in order for the balance to be automatically populated and pro-rated.
For further information on setting up a Time off type please refer to the following article:
Getting Started - Time off types.
Entering Allowances to be Pro-Rated
The final stage of the process is to enter the starting balances which will be pro-rated to create the employee's allowance. These balances can be entered at the following location:
Administration > HR > Time off management > Allowances by site and job title
This will display a grid view of starting balances, along with controls which allow you to populate the grid. Your sites are displayed as headings at the top of each column, and your job titles are displayed along the left-hand side of each row:
To populate the entire grid with the same value, enter the number of days (or hours) in the 'Default' field and click on the 'Populate all' button.
To populate an entire column (site) with the same value, enter the value in the first text box and click on the small icon.
In this example we are changing the allowances for all employees in the Cambridge site. First, I enter the new allowance (40) in the first row:
Next, we click on the icon:
The result is:
Allowances for all employees with a given Job Title can also be populated in the same way by entering the value in the first field in the row and clicking on the icon.
Once you have populated the table with the desired allowances, click on the 'Update' button at the bottom of the page.
Please note that changes made on this page and recorded with the 'Update' button will not cause an update to the balances of employees who already match the selected Job Title/Site combination. New values will apply to:
- Any newly entered employees who match the Job Title/Site combination.
- Any employees who subsequently change Job Title or Site through the Employee Change process.
The final option on this page is to 'Publish' the allowances to employees.
It is recommended to use this option only during initial setup and not in a live environment with existing balances present. This is because this option will over-write existing time off balances. If in doubt, please contact Natural HR support.
Setting the Employee's FTE or Working Days
To set the employee's FTE or Working Days you will need to navigate to their employee card by going to:
People > Employees
On this page click on the 'Benefits' icon in the 'Core Details' section:
If pro-rating by working days, the employee's working days can be found under the 'Working Pattern' heading:
The employee's FTE can found under the 'Salary' heading:
Changes to the employee's FTE or working days will be reflected immediately in the employee's balance of their prorated type, which will be shown "greyed out" on this page under the 'Full year time off allowances' section, as well as on the employee's card underneath the Time off "donut" view.
Please note that balances of this type cannot be edited on a per-employee basis, either on this page or in the Time off Management page. If you need to make an adjustment against an individual employee consider creating a new Individual Allowance time off type to store the adjustment value. Please contact Natural HR support for advice on this.
Based on FTE
In this example the employee has an allowance of 32 days per year of the type 'Prorated allowance' based on their site and job title. The system is set up to prorate the allowance based on FTE and this employee's FTE is 1, indicating that they are working full time. The breakdown under their time off "donut" shows the full allowance under the Allowance (A) column:
Adjusting the employee's FTE to 0.5 (indicating that they are working half of the standard hours) results in the allowance (A) being halved:
Based on Working Days
In this example the employee has an allowance of 32 days per year of the type 'Pro-rated allowance' based on their site and job title. The system is set up to pro-rate the allowance based on Working Days and this employee's Working Days match the company working days of Monday-Friday, indicating that they are working full time. The breakdown under their time off "donut" shows the full allowance under the Allowance (A) column:
Adjusting the employee's working days to Monday-Wednesday results in the allowance (A) being 60% or three fifths of the previous allowance:
The difference between the expected value of 19.2 and the displayed value of 19.5 can be explained by rounding. In this environment, Natural HR has been configured to round up time off allowances to the nearest 0.5 or half a day.
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