How anniversary-based time off policies work

When you're creating the default accrual policies assigned to users, you can create a single policy or a set of policies. In the latter case, the policies must have effective dates based on the anniversary of the user's start date with the company.

Using anniversary-based policies is a good option if your organization follows a fixed schedule based on the user’s start date when increasing time off allowances. They provide these advantages:

  • You don’t have to calculate the exact dates when policy changes will occur for each user
  • You don’t have to update policy settings each year; they update automatically

How anniversary-based policies work

You can, for example, create a set of policies that automatically allow the employee an additional day off each year, as of their start date anniversary.

The new policies do not have to come into effect on the user’s start date anniversary, they just have to be relative to it. For example, you can create a policy that takes effect 3 months after the user’s start date, without having to specify exactly what that date is in their policy.

Not only can the policy effective dates be relative to the user’s start date, but scheduled accruals and resets can be, as well.

There is no limit to the number of default policies you can create within a time off type.

Creating anniversary-based policies

  • If you're using new time off, when adding a time off type, simply add as many policy tiers as you need by clicking the + button on the policy card once for each tier.

Use the Effective After fields to specify when each policy should take effect.

  • If you're using TimeAttend or TimeOff, when creating a time off type, from the Default policies for new users > Policy type field, select Set of policies based on users’ anniversaries.

Refer to How time off policies work for more information.

Example of an anniversary-based policy

Scenario: Vacation allowance increases on anniversary day and is accrued annually, with delayed availability for new hires

At your company, increases to vacation allowances occur on the anniversary of each user's start date and cannot be carried over. New hires have to wait three months before they start to accrue any vacation time, and are allowed a prorated 10 days off for the remainder of their first year – 7.5 days.

In their...

Each year, the employee is allowed...

First 3 months

0 days off

1st to 5th years of employment

10 days off

5th and later years of employment

15 days off

To implement this policy, you could create a set of policies based on users' anniversaries, as follows:

Policy Fields

Settings for Initial Policy

Settings for 2nd Policy

Settings for 3rd Policy

Effective Date

3 months after start date

1 year after start date

5 years after start date

Balance

Set to 7.5 days

Set to 0 days

Set to 0

Accrue

No accrual

10 days - Yearly, on the anniversary day

15 days - Yearly, on the anniversary day

Reset

No reset

Reset to 0 days - Yearly, on the anniversary day

Reset to 0 days - Yearly, on the anniversary day