The time off policy feature allows for calculating and managing the time off balance per predefined rules (see more details).

An employee can have multiple time off policies assigned to them simultaneously (such as paid time off, sick days, etc.), or employees can be assigned specific time off policies based on their employment characteristics (such as "Regular PTO" for newer employees or "Senior PTO" for 3+ year employees).

• Employee Time Off Policies Overview
• Link a Time Off Policy to an Employee
• Employee Time Off Policy Details

Employee Time Off Policies Overview

Permissions Needed: View Employees Time Off Policies, View Organization Time Off Policies and Edit Employees Time Off Policies

1. Select Employees from the left-side menu.
   
   
2. Select an employee from the list.
   
   
3. Open Time Off.
   
   
4. Click the EDIT POLICIES... button.

The Employee Time Off Policies list shows all policies that this employee has associated with their account.

• Current Balance displays the number of hours available to the employee for today.
  
  Current Balance (Hours) = Hours Accrued in this policy for today - Hours Logged in Time Off tickets with this policy
  
  
• Forecasted by EOY displays the number of hours that will be available for the employee by the end of the year.
  
  Forecasted by EOY (Hours) = Current Balance (Hours) + Forecasted Accrued Hours in this policy by the end of the year - Hours Planned in time-off tickets with this policy

 Click the name of a policy to open the policy details.

Link a Time Off Policy to an Employee

Permissions Needed: View Employees Time Off Policies, View Organization Time Off Policies and Edit Employees Time Off Policies

1. Select Employees from the left-side menu.
   
   
2. Select an employee from the list.
   
   
3. Open Time Off.
   
   
4. Click the EDIT POLICIES... button.
   
   
5. Click the +NEW POLICY button.
   
   
   
   
6. Select a Time Off Policy from the list (if the list is empty, you need to first create a policy).
   
   
   
   
7. Define the Start Date and the End Date of the policy (optional).
   Note: If you leave the Start Date empty, the policy will apply from the employee's work start date.
   
   
8. Click the Save button.

Employee Time Off Policy Details

Permissions Needed: View Employees Time Off Policies, View Organization Time Off Policies and Edit Employees Time Off Policies

1. Select Employees from the left-side menu.
   
   
2. Select an employee from the list.
   
   
3. Open Time Off.
   
   
4. Click the EDIT POLICIES... button.
   
   
5. Click the name of a policy from the list.

The following actions are available in Employee Policy Details:

• Edit Start and End dates.
  Editing these fields will recalculate the balance based on the updated dates after the changes are saved.
  
  
• Delete Employee Policy.
  This option is used when a policy has ended and is not in use anymore. However, if there are hours needing to be moved, make sure that you move all the hours to a new policy before deleting.
  
  
• Change Time Off Policy.
  This will recalculate the balance based on the updated policy after saving. All balance adjustments manually added to the policy will remain after that.
  
  
• Add Manual Balance Adjustment.
  Metric allows users to manually adjust an employee’s Time Off Policy.
  
  
  
  
• Review Balance History.
  This shows how a balance has changed in the past and how it is planned to be changed in the future. The balance list includes:
  
  
  • Hours accrued by the policy.
    
    
    
    
  • Hours logged/planned to time off tickets linked to the policy.
    
    
    
    
  • Hours that were manually adjusted in the employee policy.