Policy Plan
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      Time Off Policy Overview

      Prerequisites

      • The Time Off module is required for accessing time off policies.

      • Time-off configurations need to be established prior to examining time-off policies.

      Introduction

      WorkEasy Software enables you to establish distinct policy guidelines for different employee categories (e.g., full-time versus part-time, exempt versus non-exempt). Additionally, you can seamlessly incorporate the policy into our time and attendance platform, streamlining processes such as leave applications, approvals, and accrual monitoring. Lastly, the reporting tools can be utilized to track policy implementation and pinpoint areas for possible enhancement or modification. This guarantees that your policy is compliant with legal standards and effectively meets the needs of your employees and operations. Below, you will find examples of choices based on a company's leave policy. 

      1. First, we need to create the policy.
      2. We then enter a policy name and a description and select a date when it will become effective.
      3. Next, we define who is covered by the policy.
      4. Next, we select a time-off type (or types) to define the various parameters.
      5. We then click Save.
      • If employees are assigned two time-off policies, the newest one will be prioritized.
      • If the plan is effective in the future, it will be prioritized at the Policy Start Date.

      All active policies will be displayed under Policies. We can edit, duplicate, or archive them. Deleting a policy is not allowed.

      Time Off Types

      General Settings

      Use this section to define general information about the selected time-off type, including its name, code, and balance type. Additionally, you can determine whether the time-off type is classified as paid or unpaid. 

      Balance is tracked refers to a system where employees maintain a bank of hours governed by specific accrual rules, similar to vacation or sick leave. For instance, an employee might earn 1 hour of paid time off for every 40 hours worked. As employees accumulate this paid time off, they can submit requests to utilize their accrued hours.

      Balance is not tracked refers to a system where employees do not have an accrual balance or set rules for accumulating hours. Instead, these time-off types are requested or assigned in specific increments, such as a full day, half day, or another predetermined number of hours.

      Requesting Time Off Settings

      • Employee Request:

        • Employees can submit personal time-off requests.

      • Request Durations and Increments:

        • Personal requests can vary in duration (full days, half days, hours).

      • Request Validations:
        Validations are checks applied to ensure the employee's request complies with company policies. These validations apply to Employee or Employee & Manager requests.

        • 0 day(s): The employee can request time off after this amount of days.
        • 0.0 days in advance: This is the minimum time required to submit the request.
        • 0.0 hours in a policy cycle: This is the max number of time-off hours an employee can request within a given policy cycle (e.g., weekly, monthly).

      • Override Request Validations:

        • Managers can override validations based on employee tenure or other special conditions that may require adjustments to the standard validation rules.

      Balances and Accrual Rules Settings

      • Policy renewal cycle date:
        Defines the annual cycle for balance calculations, carryovers, cap resets, and cash-out limits.

        • On specific date (MM/DD): The policy renews annually on the chosen date, from one year to the next. By default, this cycle runs from January 1 to December 31.
        • Hire date anniversaries: The policy renews every year on the employee’s hire date anniversary.

      • Accrual Rules

        • Update: Make minor adjustments to accruals, balance, cap, carryover, and tenure. Changes take effect from the start of the current policy cycle and recalculate the employee’s balance.

        • Reset: Reconfigure accrual rules, reset the employee’s balance, and recalculate it based on policy dates, assignment date, hire date, and creation date.

      Important! ⚠️

      Making policy changes may conflict with prior parameters. When that happens, you will need to take action.

      1. Click the alert icon to see the options.
      2. Make the applicable selection and click Apply.

      If you have questions, please call us at (888) 783-1493, email support@workeasysoftware.com, or submit a ticket.