Time off policy scenarios

The scenarios below represent examples of common time off policy requirements, and the policy settings you can implement to meet them.

Scenario 1: Vacation accruals with no expiry date

At your company, staff members are allotted 15 vacation days per year. Vacation days accrue on the first day of each month, and days never expire.

To achieve this, you can set up a policy for the Vacation time off type as follows:

Policy fields

Settings for the policy

Balance

Set to 0

Accrual

Monthly on the 1st -

15 days, if using the new time off system where the total yearly allotment is specified

(or 1.25 days, if using TimeAttend or TimeOff where the allotment for the period is specified)

Reset

No reset

Scenario 2: Vacation accruals with expiry date (use it or lose it)

In your organization, staff members are allotted 15 vacation days per year. Vacation days accrue on the first day of each month. Any vacation days not used by the end of the calendar year will expire at that time.

To achieve this, you could set up a policy for the Vacation time off type with the following settings:

Policy fields

Settings for the policy

Balance

Set to 0

Accrual

Monthly on the 1st  -  15 days (or 1.25 days)

Reset

Yearly on January 1st - 0 days

Depending on where your company is based, vacation time off may need to be paid out if not used. Ensure your time off policies are compliant with laws governing your jurisdiction.

Scenario 3: Expiring monthly flex days (use it or lose it)

Your organization allows each employee one optional flex day per month. Flex days cannot be accumulated; if an employee does not use the flex day within the appropriate month, the day is lost.

To implement monthly, expiring flex days, set up a Flex Days time off policy as follows:

Policy fields

Settings for the policy

Balance

Set to 0

Accrual

Monthly on the 1st  -  12 days (or 1 day)

Reset

Monthly on the 1st  -  0 days

Scenario 4: Tracking the number of sick days taken

Your organization does not allocate a specific number of days off for illness; however, you want to be able to track the number of sick days taken to ensure employees are within a reasonable limit.

To track this information in reports, set up a Sick time off type as follows:

Policy fields

Settings for the policy

Balance

Set to 0

Accrual

No accrual

Reset

No reset

Scenario 5: New policy to reflect ad hoc increase in allowance

Jamie Chan is allowed two personal days annually, effective January 1. During the following six months, Jamie takes one personal day, leaving one day remaining.

On July 1, Jamie receives a promotion and is eligible for one additional personal day per year, effective immediately. He is allowed the additional day that year.

Jamie needs a new Personal Days policy assigned to him, as follows:

Policy fields

Settings for the old policy

Settings for the new policy

Effective Date

January 1

July 1

Balance

Set to 2

Set to 2

Accrual

No accrual

No accrual

Reset

Yearly on January 1st - 2 days

Yearly on January 1st - 3 days

Scenario 6: Temporary Leave of Absence

Samantha Marks is going on leave for six months, from May 6 to November 6. During that time, she will be disabled in the Replicon system, and should not accrue any time off. Effectively, her time off policy should be suspended during that time so that when she comes back to work she starts with the time off balance she had when she left.

To suspend her vacation time off, you can create a zero accrual policy that is effective during her time off, and a new policy – using her old settings – that becomes effective upon her return:

Policy fields

Setting for policy before her leave

Setting for policy during her leave

Setting for policy upon her return

Effective Date

January 1

May 6

November 6

Balance

Set to 0

Previous Balance1

Previous Balance1

Accrual

Yearly on January 1st  - 15 days

No accrual

Yearly on January 1st  - 15 days

Reset

No reset

No reset

No reset

Maximum Balance

15 days

15 days

15 days

Scenario 7: Annual prorated accrual with a maximum carry over

You would like employees to have 10 days of vacation available each year, from the first day of the year, but prorated based on how much of the previous year they worked. They may carry over up to 3 unused vacation days into the new year.

To meet these requirements, you could set up a Vacation time off policy as follows:

Policy fields

Settings for the policy

Balance

Set to 0

Accrue

10 days - Annually, January 1, prorated1

Reset

Carry up to 3 days – Annually, January 1

A user who starts at your company on October 1st would accrue 2.5 vacation days on their first January 1st accrual, since that first accrual is prorated based on the fraction of the previous year they worked.

Scenario 8: Vacation allowance increases on anniversary day and is accrued monthly

In your organization, increases to vacation allowances occur on the anniversary of each user's start date, and are based on the following schedule for all employees:

In their...

Each year, the employee is allowed...

1st and 2nd years of employment

12 days off (1 day/month)

3rd and 4th years of employment

15 days off (1.25 days/month)

5th and later years of employment

18 days off (1.5 days/month)

Accruals occur monthly, and users can carry over up to 5 unused vacation days into the next year of employment.

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

Start Date of User

2 years after Start Date

4 years after Start Date

Balance

Set to 0

Carry up to 5 days

Carry up to 5 days

Accrue

1 day - Monthly, on the 1st

1.25 days - Monthly, on the 1st

1.5 days - Monthly, on the 1st

Reset

Carry up to 5 days - Yearly, on the 1st

Carry up to 5 days -Yearly, on the 1st

Carry up to 5 days -Yearly, on the 1st

Scenario 9: Monthly accrual and yearly carry over with expiry

In your company, vacation time off accrues on a monthly basis with a total allotment of 15 days, but resets at the end of the year. Employees can carry over up to five days into the next year, but that amount expires after 3 months if it isn't used.

To implement this policy, use the Monthly Accrual rule, and the Yearly Carry Over with Expiry limitation rule.

Policy fields

Settings for the policy

Balance

Set to 0

Accrual

Monthly on the 1st  -  15 days (or 1.25 days)

Reset

Yearly on January 1st - Carry up to 40 hours, expires after 3 months