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The time off benefit policy allows you to define complex rules for accruing time off benefits based on how long an employee has been employed. To manage time off benefit policies, select "Manage Time Off Benefit Policies" from the "Schedules" menu or from the Item Toolbar. See the Getting Started Tutorial for specific examples of various ways a policy can be defined.
| o | To add a time off benefit policy, select "Manage Time Off Benefit Policies" from the "Schedules" main menu. Then select the "Add Time Off Benefit Policy" button. The Add Time Off Benefit Policy form provides the following fields for completion: |
| ▪ | The policy name simply allows you to uniquely identify the policy being created. This name is used when it is assigned to employees as well as in the reporting of time off benefits accrued. |
| ▪ | You can create up to ten (10) rules for accruing time off based on how long an employee has been employed. When created or edited, the rules will be automatically sorted based on chronological order. Only one rule can be in effect at any one time. When the last rule takes effect, it will apply indefinitely. Each rule can be defined using the following parameters: |
| ◆ | At - The specifies the starting date of when the rule is applied. This is based on time from the employees benefit start date (or hire date if the benefit start date is not defined). You cannot have two rules with equivalent 'At' values (1 Month = 30 days; 1 Year = 365 days). |
| ◆ | Start Accruing - This specifies the number of PTO, vacation, and sick time that is accrued while this rule is in effect. |
| ◆ | Accrual Type - This specifies how the accrual time is applied. This functions identically to the Accrual type in the time off benefit entry. (See the Benefit Accrual Types section for details on each accrual type.) |
| ◆ | Max Total Accrual - This allows you to specify the maximum total PTO, vacation, and sick time that any employee can accrue at any given time. Setting the field to a value less than zero (0) means that no maximum total accrual will be applied. |
| ◆ | Max Annual Carryover - This allows you to specify the maximum amount of PTO, vacation, and sick time that can be carried over from one year to the next. The point during the year that the maximum carryover is applied can be specified in the "Apply maximum carryover..." option below the rules. Setting the field to a value less than zero (0) means that no maximum annual carryover will be applied. |
| ◆ | Caption - This allows you to assign a name to each rule. This will show up in the time off benefit summary report to show which rule is being applied at a given time. |
| o | Adjust policy back/forwards... |
| ▪ | This allows you to automatically adjust the "hire date" value that is used in determining years of work experience as it applies to this time off benefit policy. This allows you to synchronize all employees using this policy so there years of employment increment on the same date each year. This adjustment/synchronization only applies to how the rules are applied in this policy. Although it does have the effect of adjusting the employees "hire date", the real hire date stored in the employee information screen is never modified. (Note: The adjustment is made based on the Hire Date field in the employee record and not on the Benefit Date field. If a Benefit Date value is set in the employee record, that date will override any adjustments made based on the settings here.) The options are: |
| ◆ | Policy starts on hire date/benefit start date - This does not apply any adjustment to the policy. For example, with an employee who is hired on June 15, 2001: Their first year of employment will be considered to be June 15, 2001 to June 14, 2002. |
| ◆ | Adjust policy start back to previous... - This will push the "hire date" back to the last occurrence of the specified date. |
| ► | Example: Selecting this option with a date of January 1: For an employee who is hired on June 15, 2001, their first year of employment will be considered to be January 01, 2001 to December 31, 2001. Their second year of employment will be considered to be January 01, 2002 to December 31, 2002. Note: Even though the employee is not employed between January 01, 2001 and their real hire date of June 15, 2001, they will still accrue any benefits specified in the policy rules. |
| ◆ | Adjust policy forward to next... - This will push the "hire date" forward to the next occurrence of the specified date. |
| ► | Example: Selecting this option with a date of January 1: For an employee who is hired on June 15, 2001, their first year of employment will be considered to be January 01, 2002 to December 31, 2002. Their second year of employment will be considered to be January 01, 2003 to December 31, 2003. Note: Even though the employee is employed between their real hire date of June 15, 2001 and January 01, 2002, they will not accrue any benefits since their first year of employment isn't considered to start until January 01, 2002. |
| o | Apply maximum carryover... |
| ▪ | This allows you to specify at what point in the year the maximum annual carryover rule will be applied. This can be set at the anniversary date for the employee (based on hire date) or at a specific day of year. If the values in the maximum annual carryover fields are set less than zero (0), then this setting is ignored. If this is set to apply at the employee's anniversary date and if the employee does not have a hire date specified, then no maximum annual carryover will be applied. If the date to apply the maximum carryover does not occur during the date range of the rule, any specified maximum carryover will not be applied for that rule. |
| ▪ | A policy end date can be defined to mark the end of policy. This will automatically stop applying this policy to any applicable employees at that time. |
| ▪ | This field is available for whatever miscellaneous information you wish to record. |
| o | To edit a time off benefit policy, right-click a policy listed in a table and select Edit. The Edit Time Off Benefit Policy window will then be displayed. When a change has been made, it must be saved in order to take effect. If you are trying to edit a policy that is currently being applied to any employees, you will need to first unlock the fields in order to make any necessary changes. Since all accrual data is dynamically generated, any changes made to the policy will be retroactively applied. If the policy for your company is changing, set the end date for the current policy and create a new policy to reflect the new rules. This will preserve the historical approval data for each employee. |
See also:
Tutorial: Time Off Benefits
Tutorial: Create a time off benefit policy
Tutorial: Assign a policy to multiple employees at the same time
Tutorial: Create an individual time off benefits entry
Tutorial: Track time off benefits without entering all of an employees historical data
Tutorial: View a time off benefits report
User Guide: Add/Edit Time Off Benefit Policy
User Guide: Bulk Apply Time Off Benefit Policy
User Guide: Sample Time Off Benefit Policies
User Guide: Benefit Accrual Types
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