Time Off Policy Overview

Prerequisites

The Time Off module must be enabled to access time off policies.
Time off configurations must be completed before setting up policies.

WorkEasy Software allows you to create distinct time off policies for various employee categories (e.g., full-time vs. part-time, exempt vs. non-exempt). You can integrate these policies with the time and attendance platform to streamline leave requests, approvals, and accrual tracking. Reporting tools help monitor usage and ensure your policy aligns with business needs and legal standards.

Create a Time Off Policy

Click Create Policy.

Enter the Policy Name, Description, and select the Effective From date.
Define who is covered by the policy.

Under Time Off Types choose which ones are Active or Inactive.
Configure each selected type. (See the Time Off Types section for details.)

Click Save.

If an employee is assigned two time off policies, the most recent one will apply.
Future-dated plans will become active on the Policy Start Date.
All active policies appear under Policies and can be edited, duplicated, or archived but not deleted.

Time Off Types Settings

General

Define basic information such as name, code, and whether the time off is paid or unpaid. Also, choose a balance type:

Balance is tracked: Time is accrued (e.g., 1 hour PTO per 40 hours worked).
Balance is not tracked: Time is requested in defined increments without accrual.

Requesting Time Off

Employee request

Employees can submit Personal requests (if enabled).

Request durations and increments

Personal time off can be requested as:

Full day
Half day
Hours

Request validations

These rules apply to Employee or Employee & Manager requests.

Available options:

New hires can request Personal time off after X day(s)
Personal requests must be submitted X days in advance
Employees cannot take more than X hours in a policy cycle
Allow Personal balance to go negative upon request

Additional settings:

Require time off request comments
Require time off request cancellation comments

Override Request Validations

Allow you to override the request validations based on how long the employee has worked at your company.
Click Override to configure conditions.

Balances and accrual rules

Policy renewal cycle

A renewal cycle is a predefined one-year (365-day) period during which balance calculations, carryovers, accrual caps, and cash-out limits are applied.

Select how the policy should renew each year:

On specific date (MM/DD): Choose a fixed annual renewal date (e.g., January 1).
Hire date anniversaries: The policy renews annually on each employee’s hire date.

Accrual rules

Allow you to update or reset the current accrual rules.

Update: Makes minor adjustments to hours accrued, balance cap, carryover, or tenure.
The update takes effect at the start of the current policy cycle and recalculates the employee’s balance using the updated rules.
Tip: Best applied at the beginning of a new policy cycle.
Reset: Reconfigures accrual rules entirely and recalculates the balance based on the policy’s effective date, the employee’s assignment date, hire date, and the policy creation date.

Click Update or Reset to apply the changes.

Important!

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

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

If you have questions, please call us at (888) 783-1493, email [email protected], or submit a ticket.