Time Off

Time off setup allows you to view and manage time off types and policies. A time off type is a category of time off, such as banked time, sick time, or vacation. Within a time off type, you can create multiple time off policies. Time off policies allow you to specify applicable pay codes, set accrual options, and create different levels of entitlement earnings based on length of employment.

Example:  Your full-time and part-time employees are both eligible for sick time. However, the full-time employees are allowed to take more sick time than part-time employees. To manage these differences, you create a time off type for sick time that contains two different time off policies: one for full-time employees, and one for part-time employees.

Example:  After five years of continuous employment, your employees are eligible to earn more vacation time per pay period. In a vacation time off type, you create a policy with two accrual levels: one that accrues the base amount of vacation time from the time employment begins, and one that accrues an increased amount of vacation time beginning five years after employment begins.

Time off types and policies affect the forward-looking bank balances that employees can calculate in HRISMyWay.

Note:  If you change a time off policy and there are existing time off requests (approved or unapproved) that use that policy, the requests are not affected by your changes.

If the types of time off an employee needs do not appear when they enter time, use the edit instructions in this section to review the affected policy. Check that it has the correct time bank and corresponding pay codes selected. Additionally, check the Employee Time Off tab to ensure the policy is assigned to the employee.

In this topic

Setting up new time off types

Setting up a new time off type involves adding a time off type, adding one or more time off policies to it, and assigning the policies to employees. To set up a new time off type, follow these steps:

  1. From the main menu, select Time Off > Configurations > Time Off.
  2. Select Add Time Off Type.

  3. Complete the following fields: 

    Field Description
    Type Name Enter a unique name such as Sick or Vacation.
    Accrue Time In Select whether the time off type should accrue in days or hours.
    Calendar Color

    Select a colour to represent the time off type.

    Note:  The colours you select for the time off types appear on the Who's Out Calendar. This means that when an employee sees that another employee has time off, they will know what type of time off it is based on the colour (for example, sick time, bereavement, or flex time). If you do not want employees to have access to this level of detail about other employees' time off, you can set all of your time off types to use the same colour.

  4. Select Save.
  5. To add a time off policy to the new time off type, select Add Policy.

  6. Complete the following fields: 

    Field Description
    Time Off Type Select the new time off type you created.
    Policy Name Enter a unique name.
    Time Bank

    Optionally, select a time bank this policy applies to. If the time bank you select has pay codes associated to it (per setup in iCity), those pay codes become available for selection in the Paycodes section.
    Accruals If you want this time off policy to calculate accruals, set this switch to Yes. Otherwise, set this switch to No. If set to Yes, the Accrual Options section appears.
    Allow Negative Bank

    This field appears if the Accruals switch is set to No. You use this setting for time off policies such as overtime or flex time to control whether employees can have a negative bank balance. The Allow Negative Bank setting has three options:

    • Allow: Employee can go into negative with no limit.

    • Allow with threshold: Employee can go into negative within the threshold set in the Negative Bank Threshold field.

    • Don't Allow: Employee cannot go into negative.

    Note:  This setting can be overridden at the employee level. For more information, refer to Employee Time Off tab.
    Negative Bank Threshold This field appears if you selected Allow with threshold for the Allow Negative Bank setting. Enter a negative value to specify the maximum value into negative allowed (for example, you could enter -2.0).
  7. In the Paycodes section, select all applicable pay codes for this time off policy. If you left the Time Bank field set to None, all available pay codes appear. If you selected a time bank, only pay codes associated to the time bank in iCity appear. If no pay codes are associated to the time bank in iCity, no pay codes are available to select.

  8. If you set the Accruals switch to Yes, complete the following fields in the Accrual Options section: 

    Field Description
    First Accrual Select Prorate or Flat Amount.
    Carryover Date Select 1st of January, Employee hire date, or Other. If you select Other, use the fields that appear to select a date.
    Accruals Happen Select At the beginning of the period or At the end of the period.

  9. If you want to add an accrual level to the policy, follow these steps: 

    1. In the Accrual Levels section, select Add Level.

    2. Complete the following fields: 

      Field Description
      Starts Select the number of days, weeks, months or years after the employee's start date, the employee's anniversary date, or a user defined date that this level applies.
      Accrual Amount Select the number of days (decimals are allowed) that accrue and how frequently that number of days accrues.
      Carryover Select whether accrued days can be carried over into another year and, if so, how many days can be carried over.
      Maximum Accrual Select the maximum number of days that an employee can accrue. If you do not want to enforce a maximum, enter a large value like 9999.
      Allow Negative Bank

      You use this setting to control whether employees can request time off if their balance will be negative after the request. Having a negative bank setting rule for each accrual level allows for different rules on negative banks depending on the employee's current accrual level. The Allow Negative Bank setting has three options:

      • Allow: Employee can go into negative with no limit.

      • Allow with threshold: Employee can go into negative within the threshold set in the Negative Bank Threshold field.

      • Don't Allow: Employee cannot go into negative.

      Note:  This setting can be overridden at the employee level. For more information, refer to Employee Time Off tab.
      Negative Bank Threshold This field appears if you selected Allow with threshold for the Allow Negative Bank setting. Enter a negative value to specify the maximum value into negative allowed (for example, you could enter -2.0).
    3. To add another accrual level, repeat steps a–b.
  10. Select Save.
  11. To add another time off policy to the time off type, repeat steps 5–10.

  12. To assign a new time off policy you created to employees, follow these steps:

    Note:  If the time off policy has previously been assigned to employees using these steps, assigning it again to a different set of employees does not remove it from the Employee Time Off tab for employees it is already assigned to.

    1. On the time off policy, select .

    2. Complete the following fields:

      Tip:  You can select more than one value for the Department and Union fields by selecting the field, selecting a value, and repeating. Select X on a value you have selected to remove it.

      Field Description
      Department Select all departments containing employees you want to assign the selected time off policy to. Leaving this field blank selects all departments. The list of employees filters based on your selection.
      Union Select all unions containing employees you want to assign the selected time off policy to. Leaving this field blank selects all unions. The list of employees filters based on your selection.
      Accrual Start Specify the date you want accruals to begin. This date will be reflected in the Entitlement panel in HRISMyWay Home and in the employees' accrual details.

    3. Select employees to assign the time off policy to using these tips:

      • The employees listed match your department and union selections.
      • Select or clear check boxes to choose employees to include or exclude for this time off policy.
      • To locate an employee, enter text in the Search field. The employee list filters as you type. Clear the field to remove the filtering.

    4. To assign the selected employees to the time off policy, select Assign Policy. Assigned policies appear on an employee's record on the Employee Time Off tab.

    5. To assign another policy, repeat steps a–d.

Editing time off types and policies

To edit a time off type or policy, follow these steps: 

  1. From the main menu, select Time Off > Configurations > Time Off.
  2. On the time off type or policy you want to edit, select .
  3. Modify the available fields as required.
  4. Select Save.

Deleting time off types and policies

To delete a time off type, follow these steps:

  1. From the main menu, select Time Off > Configurations > Time Off.
  2. On the time off type or policy you want to delete, select .
  3. On the confirmation window, select Yes.