How to manage the time-off balances of employees by using the Time Taken & Balances feature.
An
product license is required to access this feature.
Navigation
1. Select Time Off from the product menu
2. Select 
from the Left Nav
3. Select an employee from the Employees list
Time Off Balances and Adjustments
Once an employee is selected, the balance for each Time Off Type will be displayed.
* Workeasy Software tracks time off balances in hours only, not days.
Detailed List
When a Time Off Type is selected, the Detailed List displays the list of events that have generated the current balance for the Time Off Type.
The following events are displayed in the Detailed List:
- Accrual Cap - Based on the Maximum Balance and Accrual Cap setting in the assigned Time Off Policy, the employee has reached the maximum number of hours that can be accrued.
* Once this number is reached the employee will not accrue any more hours until the next policy cycle - Accrued - Balance has accrued as a result of the rules assigned in the Time Off Policy.
- Adjustment - Adjustment made by an employee with the required privileges to do so.
- Maximum Balance - Based on the Maximum Balance and Accrual Cap setting in the assigned Time Off Policy, the balance has reached the specified maximum and cannot increase over the maximum amount.
* Once the maximum balance is reached, the employee will not accrue any more hours until their balance is below the maximum.
*Example - Maximum Balance = 40 - Carryover - Hours carried over from one policy cycle to another.
- Cash Out - Approved Cash Out
- Time Off - Approved time off
How to Adjust a Time Off Balance
1. Select an Employee
2. Click 
and select Adjust Balance 
3. Configure each setting as needed and click 
| Setting | Description |
| Time Off Types | Select the applicable Time Off Type. |
| Adjustment Type |
|
| Hours | # of hours to be adjusted |
| Reason |
Reason for the adjustment * Displayed in the Detailed List |
| Effective On | Date the adjustment will go into effect |
How to Add a Time Off Entry
To add a new time off entry for an employee:
1. Select an employee
2. Click and select Add Time Off 
3. Configure each setting as needed and click 
Actual Balance - The balance as of today
(+) Balance Forecasted -A forecast of the accrued hours between today and the requesting dates.
(-) Future Hours Approved - Time Off approved in the future that has not yet been taken.
(-) Carryover - Any applicable carryover events between today and the requesting dates.
(=) Available Balance - Available time off balance
| Setting | Description |
| Type | Select the applicable Time Off Type. |
(Default) - Use to submit time off requests on behalf of employees.
| Duration |
|
| From | Start Date |
| To | End Date |
|
Comments (optional) |
Leave a comment * Displayed as a note in the Detailed List |
- Use to convert a specified # of hours to cash.
| Hours | # of hours to be cashed out |
| On | Date the Cash Out will go into effect |
|
Comments (optional) |
* Displayed as a note in the Detailed List |
* The time off entry will be displayed in the following:
- Employee Timesheet - If the request is within the past, present, or current pay period.
- Time Taken & Balances Detailed List
- Scheduler/Calendar
