Scenario:
Administrator wants to setup a new Time Off type as Flex Holiday. The company policy requires the following:

  • User's have to use this Time Off type by the year end.
  • The users would get 32 hours of Flex Holiday in a year, and it is divided amongst four quarter's i.e. 8 hours in a quarter.
  • If a user joins in the 1st Quarter then he would be eligible for 32 hours of Flex Holiday.
  • If the user joins in the 2nd Quarter then he would be eligible for 24 hours.
  • Similarly a user joining in the 3rd Quarter is eligible for 16 hours.
  • Finally anyone who joins the organization in 4th Quarter would be eligible for 8 hours of Flex Holiday.
  • The other requirement of the policy is such that,  irrespective of which Quarter the user joins the organization, the balance would be reset to 32 hours next year and the user will be eligible for 4 days from that year onwards.

Resolution:
For the above Timeoff type, four time off types has to be setup. They could be named Flex Time Off 1st Quarter, Flex Time Off 2nd  Quarter, Flex Time Off 3rd Quarter and Flex Time Off 4th Quarter. To create the time off policy please follow the steps given below:

  • Login to Web TimeSheet as an Administrator.
  • Click on the Administration tab in top menu.
  • Click on Time Off Types under Time Off Setup section in the side menu.
  • Click Add to add a new Time Off type.
  • Name it as Flex Time Off 1st Quarter.
  • In the Basic Information section set Track Time As to Track As Time Remaining.
  • Under Default Policies for New Users section, select Initial Policy Only for Policy Type.
  • Set the Balance to 32 hour(s)
  • Set Accrue to no Accrue
  • Set Reset to 32 hour(s) Yearly on 1st January.
  • Click on Save.

To setup Flex Time Off for 2nd, 3rd and 4th quarter, follow the same steps as above. However the Balance has to be set to 24, 16 and 8 for 2nd, 3rd and 4th quarter respectively.
When done, this Flex Time Off has to be assigned to the existing user’s profile individually. To accomplish this please follow the steps given below:

  • Click on Users under Users/Departments section in the side menu.
  • In the Users list in the right pane, click on the Edit icon beside the user’s name.
  • In the Edit User page, click on Advanced Tab.
  • Check the Start Date of the user.
  • Next, click on Time Off Tab and enable the Flex Time Off which needs to be assigned to the user.
  • The Flex time off (Flex Time Off 1st Quarter, Flex Time Off 2nd Quarter…etc) selected should be based on the start date of the user.
  • Click on Reset to Default button for that particular timeoff.
  • Click on Edit Policy and make sure that the Policy Start Date is the same as that of the Start Date of the user.
  • Click on Save
  • Repeat the above steps for all the user's for whom Flex Time Off needs to be assigned.

Once done, go to reports section and run the Time Off History report by selecting the Flex Time Off Type in the Time Off Filter and the name of the user in the User Filter. The report should show the Flex Time Off that the user is entitled for the year, based on the Start Date of the user and should show 32 hours for the following years.

Note:
If a new user is added, all the 4 timeoff types (Time Off 1st Quarter, Flex Time Off 2nd Quarter,Time Off 3rd Quarter and Flex Time Off 4th Quarter) would be enabled in the users profile. Hence, based on the users start date, 3 of those timeoff types should be disabled.