Sample Time Off Benefit Policies

Personnel Folders 1.6.1

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The following examples shows a variety of ways to set up a benefit policy:

Example 1 - Benefit policy with a maximum annual carryover:

The following policy reads as:

•	For the first year of employment, the employee accrues 7 hours of PTO, vacation, and sick time each month until the employees first anniversary. At the end of the day on December 31, any accrued time above 40 hours will be lost.

•	From the employees first anniversary to their third, they will accrue 9.5 hours of PTO, vacation, and sick time each month. At the end of the day on December 31, any accrued time above 40 hours will be lost.

•	From the employees third anniversary to any point in the future, they will accrue 11 hours of PTO, vacation, and sick time each month. At the end of the day on December 31, any accrued time above 80 hours will be lost.

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	7	7	7	Per Month	-1	-1	-1	40	40	40	Year 0-1
2) At	1 Years	9.5	9.5	9.5	Per Month	-1	-1	-1	40	40	40	Year 1-3
3) At	3 Years	11	11	11	Per Month	-1	-1	-1	80	80	80	Year 3+

Apply maximum carryover each year on: December 31

Example 2 - Benefit policy with a maximum total accrual:

The following policy reads as:

•	For the first year of employment, the employee accrues 7 hours of PTO, vacation, and sick time each month until the employees first anniversary. At no point during the first year can the employee accrue more than 80 hours of PTO, vacation, or sick time.

•	From the employees first anniversary to their third, they will accrue 9.5 hours of PTO, vacation, and sick time each month. At no point during this period can the employee accrue more than 80 hours of PTO, vacation, or sick time.

•	From the employees third anniversary to any point in the future, they will accrue 11 hours of PTO, vacation, and sick time each month. At no point during this period can the employee accrue more than 100 hours of PTO, vacation, or sick time.

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	7	7	7	Per Month	80	80	80	-1	-1	-1	Year 0-1
2) At	1 Years	9.5	9.5	9.5	Per Month	80	80	80	-1	-1	-1	Year 1-3
3) At	3 Years	11	11	11	Per Month	100	100	100	-1	-1	-1	Year 3+

Example 3 - Benefit policy where only PTO time is accrued:

The following policy reads as:

•	For the first year of employment, the employee accrues 7 hours of PTO time each month until the employees first anniversary.

•	From the employees first anniversary to their third, they will accrue 9.5 hours of PTO time each month.

•	From the employees third anniversary to any point in the future, they will accrue 11 hours of PTO time each month.

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	7	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 0-1
2) At	1 Years	9.5	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 1-3
3) At	3 Years	11	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 3+

Example 4 - Benefit policy with a delayed period of accruing time off:

The following policy reads as:

•	For the first 60 days of employment, the employee will not accrue any time off.

•	From day 61 to the employees first anniversary, they will accrue 7 hours of PTO, vacation, and sick time each month.

•	From the employees first anniversary to any point in the future, they will accrue 9.5 hours of PTO, vacation, and sick time each month.

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	0	0	0	Per Month	-1	-1	-1	-1	-1	-1	First 60 days
2) At	61 Days	7	7	7	Per Month	-1	-1	-1	-1	-1	-1	Remainder of first year
3) At	1 Years	9.5	9.5	9.5	Per Month	-1	-1	-1	-1	-1	-1	Year 1+

Note: The first rule is optional. With this rule defined, an accrual record will show up on the time off benefit summary report even though no time will be accrued. Leaving this rule out will result in no accrual records showing up on the time off benefit summary report until day 61.

Example 5 - Benefit policy with a delayed period of accruing time off but includes retroactively applied benefits:

The following policy reads as:

•	For the first 60 days of employment, the employee will not accrue any time off.

•	On day 60 of employment, the employee will receive a one-time accrual of 14 hours of PTO, vacation, and sick time. In this situation, this represents the retroactive time-off (two months x 7 hours) that would have normally accrued during the initial 60 day employment period.

•	From day 61 to the employees first anniversary, they will accrue 7 hours of PTO, vacation, and sick time each month.

•	From the employees first anniversary to any point in the future, they will accrue 9.5 hours of PTO, vacation, and sick time each month.

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	0	0	0	Per Month	-1	-1	-1	-1	-1	-1	First 60 days
2) At	60 Days	14	14	14	Fixed	-1	-1	-1	-1	-1	-1	Retroactive accrual
3) At	61 Days	7	7	7	Per Month	-1	-1	-1	-1	-1	-1	Remainder of first year
4) At	1 Years	9.5	9.5	9.5	Per Month	-1	-1	-1	-1	-1	-1	Year 1+

Example 6 - Benefit policy with two rules starting at or applying at the same time. (e.g. Periodic bonus time off):

A single policy cannot be created where two rules start at the same time or where two rules apply during any overlapping time period. When one rule starts, the previous rule ends. However, there is no limitation on how many different policies are created or how many different policies apply to an employee at any given time. To create two rules that overlap or two rules with the same "At" date, you will need to create two separate policies. You can then apply both policies to each applicable employee using two separate time off benefit entries.

The following policies reads as:

•	For the first year of employment, the employee accrues 7 hours of PTO time each month until the employees first anniversary.

•	From the employees first anniversary to their third, they will accrue 9.5 hours of PTO time each month.

•	From the employees third anniversary to any point in the future, they will accrue 11 hours of PTO time each month.

•	The employee will receive a one-time bonus of 4, 8, and 16 PTO hours at day 60, year 1, and year 3 respectively. Because the bonus time off occur while other accrual rules continue to be in effect, they must be separated into a different policy.

Policy A:

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	7	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 0-1
2) At	1 Years	9.5	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 1-3
3) At	3 Years	11	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 3+

Policy B:

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	60 Days	4	0	0	Fixed	-1	-1	-1	-1	-1	-1	Day 60 bonus time off
2) At	1 Years	8	0	0	Fixed	-1	-1	-1	-1	-1	-1	Year 1 bonus time off
3) At	3 Years	16	0	0	Fixed	-1	-1	-1	-1	-1	-1	Year 3 bonus time off

Example 7 - Benefit policy with more than 10 rules:

A single policy cannot be created with more than 10 rules. However, you can two policies and set up the 'At' day field in the second policy to occur after all of the rules in the first policy have ended. You can then apply both policies to each applicable employee using two separate time off benefit entries.

The following policies reads as:

•	For the first year of employment, the employee accrues 7 hours of PTO time each month until the employees first anniversary.

•	From the employees first anniversary to their second, they will accrue 8 hours of PTO time each month.

•	[A list of six rules will define the accrual between the employees second and eighth anniversary.]

•	From the employees eighth anniversary to their ninth, they will accrue 16 hours of PTO time each month.

•	From the employees ninth anniversary to their tenth, they will accrue 17 hours of PTO time each month.

•	From the employees tenth anniversary to any time in the future, they will accrue 18 hours of PTO time each month.

Policy A:

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	0 Days	7	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 0-1
2) At	1 Years	8	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 1-2
...	...	...	...	...	...	...	...	...	...	...	...	...
9) At	8 Years	15	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 8-9
10) At	9 Years	0	0	0	Unspecified	-1	-1	-1	-1	-1	-1	End of Policy A

Policy B:

		Start Accruing (hours)			Accrual Type	Max Total Accrual			Max Annual Carryover			Caption
		PTO	VSC	SCK		PTO	VSC	SCK	PTO	VSC	SCK
1) At	9 Years	16	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 9-10
2) At	10 Years	17	0	0	Per Month	-1	-1	-1	-1	-1	-1	Year 10+

Note: The last rule in Policy 1 (rule 10) is required in order to force the previous rule (rule 9) to end at the same time that the first rule in Policy 2 starts.