Unawarded Hours are used to store accrued hours that employees cannot use immediately. This concept is particularly useful when updating an existing plan, as it ensures that the system recalculates and correctly places the accrued hours based on the configured transfer date.
Here's an example:
Scenario: An employee accrues hours based on worked hours but cannot use them immediately until the next policy cycle.
Solution: Store these hours in the Unawarded Hours Time Off Type until they can be transferred to the original Time Off Type.
Prerequisite
The software license must include the Time Off module, and it can only be used with time off that has an accrual frequency based on Worked Hours.
Create the New Time Off Type
- Click Global Settings > Time Off > Time Off Types.
- Click Add.
- Enter a Name and Code.
- Under Balance Type, select Unawarded Hours.
- Click Save.
Note:
The Unawarded Hours Time Off Type:
- Is used for storing accrued hours that cannot be used immediately.
- Does not allow time-off requests.
- Can only be used with time off that accrues based on worked hours.
- Cannot be used more than once within a single policy. (e.g., not with Personal and Vacation.)
Create the New Time Off Policy
- You can create a new time off policy or edit an existing one. If you edit an existing policy, you must Reset the time-off type to configure the unawarded hours.
- Select a valid Time Off Type with Accrual Rules. (E.g., Personal, Sick, Vacation, or any time off with a balance tracked.
- Set the Accrual Frequency to Worked Hours with the required parameters.
- In the Award Hours section, select Delay the award of hours.
- Define the time off type used to store the unawarded hour. A time off type can only be used once in a policy.
- Define when the unawarded hours will be transferred to the time off type by selecting the end of policy cycle or the employee’s hire date.
Update vs Reset
Updating an existing time off type configured to delay the award of hours will not allow any changes — you will need to perform a Reset.
Resetting an existing time off type not configured to delay the award of hours allows you to enable options and configure rules. Upon saving, the existing accrued hours will remain on the original time off type, and during the next accrual event, the hours will be stored within the unawarded hours time off type.
Balances
Once the time off policy has been configured to support the unawarded hours feature, the time off balances will display the new unawarded hours time off type(s) after one accrual has been completed. This time off type will be available for both managers and employees to keep track of the hours.
Important
- Time off types will only be visible after at least one accrual has occurred.
- The accrual cap options configured within the time-off policy will apply to the unawarded hours time off types.
- After the carryover event has occurred, the hours are transferred from the unawarded hours of time off to the balance-tracked hours of time off.
- The original time off type will handle carryovers and maximum balance events.
- Adjustments will be available for unawarded hours time off type(s).
My Portal - Time Off
Employees can track the hours accrued within an unawarded hours time off type but cannot request time off under this type. Instead, they must wait until the hours are transferred to the original time off type to use them as time off.
