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Time Off Help

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	Top Time Off Items Quick Start Guide: Booking Time Off and Viewing your Time Off Balance How do I set up employee time off policies? Should we prorate our time off accruals? How do I enable or disable prorating? How does time banking work? How do I change the minimum increment of time employees can book off? Can Web TimeSheet handle time off policies based on anniversaries of employment? How do I change a time off balance? What happens if a user whose holiday hours are auto-populated has to work on a holiday? What's the difference between "Set to" and "Carry up to" in time off policies?

Quick Start Guide: Booking Time Off and Viewing your Time Off Balance

This guide provides information on how to complete and submit a time off booking, and describes the different ways of checking how much time off you have available to you. You can use the Word version to customize this guide for your organization.

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How do I set up employee time off policies?

There are two main steps to setting up time off policies in your system:

Step 1: Define policy settings for each time off type your organization uses at the system level

The system-level policies will be assigned to all new users (or "Allowed") by default. Therefore, define your most common settings in these policies so you'll have fewer customizations to make to individual user profiles later.

Select Administration from the top menu, and then select Time Off Setup > Time Off Types from the side menu.
Select Add to create a new time off type, or click the to edit an existing type.
Enter the time off type's default settings, and click Save.

Step 2: Add new users, and customize their time off types in user profiles

Select Administration from the top menu, and then select Shortcuts > Users from the side menu.
Select Add.
Select the Time Off tab.
Uncheck the Allowed check box for any time off types that you don't want that employee to use.
Customize the user's Allowed policies, as required, and click Save.

For information on how to set up policy settings (such as accruals, balance resets, prorating, etc), refer to Defining Time Off Types in Web TimeSheet's online help.

For general information on how to configure time off for users, refer to Setting up Time Off - Overview in the online help.

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Should we prorate our time off accruals? How do I enable or disable prorating?

An accrual is time that is added to a user's existing time off balance on a regular schedule. For each accrual you define, you can specify whether it should be prorated. Prorating means that users will accrue time, based on the accrual rate you specify, for the following time periods:

From the policy effective date to their first accrual
From their last accrual to the last day of the policy

Prorating reflects an "earned time off" approach to accruals – employees accrue based on time worked in the preceding accrual period. If you choose no prorating, the set, flat accrual amount will be added on each defined accrual day, regardless of how long the policy has been in effect, and no time will accrue on the last day of the policy (unless it falls on a set accrual day).

For more information, refer to How Time Off Accruals are Prorated in Web TimeSheet's online help.

Changing Prorating Settings at the System Level

If you edit settings for a time off type at the system level, the selected setting will only apply to newly-added users. To enable or disable prorating for a time off policy at the system level:

Select Administration from the top menu, and then select Time Off Setup > Time Off Types from the side menu.
Select the next to the time off type whose accruals you wish to edit.
In the Default Policies for New Users section, expand the Accrue drop-down.
Enable or disable the Prorate the beginning and end of the policy check box, as desired.
Select Save

Changing Prorating Settings for Individual Users

To enable or disable prorating for individual users:

Select Administration from the top menu, and then select Shortcuts > Users from the side menu.
Select the next to the user whose accruals you wish to edit.
Select the Time Off tab.
Click the Edit Historical Policies button for the policy you want to edit.
Expand the Accrue drop-down.
Enable or disable the Prorate the beginning and end of the policy check box, as desired.
Select Save.

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How does time banking work?

Users can be allowed to bank overtime hours instead of being paid for those hours. Banked time is accumulated against the Time Off in Lieu time off type. Time banking can be defined on a per user basis, since banking is set up in users' overtime rules and permissions.

There are three possible ways for you to set up time banking for your employees:

Automatic banking

You select overtime hours in the user's overtime rule to be automatically banked. For example, you could specify that anything over 8 hours the user works each day is automatically banked at 1.5x their normal rate.
User banking

For each timesheet, the user can choose to bank either all of their overtime or none of it. You don't select any hours for banking in their overtime rule.
Automatic + User banking

Like automatic banking, you select overtime hours in the user's overtime rule to be automatically banked. However, in this case, for each timesheet the user can choose to bank all overtime hours, or just the hours you selected.

For more information on setting up time banking in Web TimeSheet, refer to Allowing Users to Bank Time in the online help.

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How do I change the minimum increment of time employees can book off?

By default, the minimum increment of time off that users can book off in Web TimeSheet is a full day. If you want to change this increment and allow users to book off partial days:

Select Administration from the top menu, and then select System Preferences > System from the side menu.
Select the General tab, and then scroll to the Time Off section of the page.
Select the desired time increment from the Minimum amount of time off required in bookings field. These are the options:

<None>	Users may make bookings using parts of hours (for example, 0.75 or 2.25) or full hours. They can also book off 1/2 or full days.
Full Hour	Users must make bookings using full hour increments (for example, 1, 2, or 4 hours), or full days
1/4 Day	Users can book off 1/4, 1/2 or full days only
1/2 Day	Users can book off 1/2 or full days only
Full Day	Users can book off full days only

Select Save. The option you selected will apply to all time off users in your system.

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Can Web TimeSheet handle time off policies based on anniversaries of employment?

Yes, you can create a set of time off policies that take effect on the anniversary of each employee's start date. Anniversary-based policies can be created for each employee individually, or at the system-level. System-level policies apply to each new employee by default, using each employee's specific start date as a reference.

For more information on how to set up time off policies based on employee anniversary dates, refer to Defining Time Off Types in Web TimeSheet's online help.

For examples of anniversary policies, refer to Time Off Setup Scenarios in the online help.

Anniversary-based time off policies are available in Web TimeSheet version 8.7 and higher.

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How do I change a time off balance?

In Web TimeSheet, a user's time off is specified in their time off policies. To change a time off balance for a user, you need to either create a new policy with the desired balance, or edit an existing policy. If you edit an existing policy, the user's time off balance will change as of that policy's effective date. Therefore, in most cases, when changing a time off balance you should create a new policy. This will allow the user's historical time off balance to remain unchanged.

To create a new time off policy and balance for a user:

Select Administration from the top menu, and then select Shortcuts > Users from the side menu.
Click the icon next to the user whose time off you want to edit.
Select the Time Off tab.
Click Add New Policy. A new policy will display.
Specify the new balance and its effective date (i.e. the date when you want that balance to come into effect), along with any other required accrual settings.
Click Save.

For more information on how to set up time off policies, refer to Defining Time Off Types and Customizing User Time Off Settings in Web TimeSheet's online help.

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What happens if a user whose holiday hours are auto-populated has to work on a holiday?

You can specify that an employee's set hours per day are automatically added to each holiday in their timesheet and/or time off calendar. If the employee has to work on a holiday, then those auto-populated hours must be manually removed to allow the user to add their work hours.

Employees can delete these bookings from their Time Off Calendar.

If you're an administrator, to remove the holiday hours:

Select Administration from the top menu, and then select Shortcuts > Historical Time Off from the side menu.
Find the holiday booking. Use the Search function, if necessary.
Select the icon for the booking, and click Yes to confirm.
The Time Off Booking is Deleted e-mail notification will not be sent when you delete the booking, since auto-populated bookings are system-approved.
If the timesheet has already been submitted by the user, then reopen it via the Historical Timesheets page.
Now the user can enter the hours they worked on that day.

If employees frequently work on holidays, you might consider disabling the holiday auto-population feature via the List Time Off Types page.

For information on holidays or on auto-populating holiday hours, refer to Defining Holidays in Web TimeSheet's online help.

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What's the difference between "Set to" and "Carry up to" in time off policies?

The Set to and Carry up to options are used to specify the user's new time off balance, after a balance reset or when a new policy comes into effect.

Balance Resets

Set to

The value you enter will be the user's time off balance after the scheduled reset.

For example, you enter 7 days in the Set to field for a reset. The user's time off balance after that reset occurs will be 7 days, whether they had 5 or 10 or 23 days off remaining before the reset.

Carry up to

The user's old time off balance will be their new time off balance after reset, but only up to the value you enter.

For example, you enter 7 days in the Carry up to field for a reset. If the user has 5 days off remaining when that reset occurs, their balance after the reset will be 5 days. If the user has 10 days off remaining before the reset, they will have a balance of 7 days after the reset.

New Policies

Set to

The value you enter will be the new policy's starting balance.

For example, you enter 7 days in the Set to field for a new policy's balance. When that new policy comes into effect, the user's new time off balance will be 7 days, whether they had 5 or 10 or 23 days off remaining in their old policy.

Carry up to

The old policy's end balance will be the new policy's starting balance, but only up to the value you enter.

For example, you enter 7 days in the Carry up to field for a new policy's balance. If the user has 5 days off remaining in their old policy, their balance will be 5 days after the new policy takes effect. If the user has 10 days off remaining, they will have a balance of 7 days after the new policy takes effect.

Previous Balance

The old policy's end balance will be the new policy's starting balance.

For example, you select Previous Balance for a new policy's balance. If the user has 5 days remaining in their old policy, they will have a balance of 5 days in their new policy. If they have 10 days remaining, their new balance will be 10 days.