Chapter 24. Time Off

Table of Contents

24.1. Overview
24.1.1. Accruals Explained
24.1.1.1. Scenarios
24.2. Using Time Off
24.2.1. Requesting a New Time Off
24.2.2. Archiving Time Off Requests
24.2.3. Delete Time Off Requests
24.2.4. Approving Time Off Requests
24.2.5. Time Off Calendar
24.2.5.1. Reports
24.2.5.2. Creating Reports
24.2.5.3. Viewing Reports
24.3. Time Off Administration
24.3.1. Assign Approver
24.3.2. Category & Accruals
24.3.2.1. Set User Accruals
24.3.2.2. History
24.3.2.3. Availability
24.3.2.4. Adjustments
24.3.3. Labels
24.3.4. Users

24.1. Overview

OfficeClip's Time Off application tracks vacations, sick days and other events associated with employees' time off from work.

It has the following features:

  1. Shows all pending, approved and cancelled time off in team calendar.

  2. Allows managers and administrators to approve time off.

  3. Tracks accruals for each employee across various types of paid time off.

  4. Controls whether employees can mark time off on their time sheet prior to its approval.

24.1.1. Accruals Explained

An accrual is like a bank account for employee Time off. Time offs are accrued over a specified period and are reset at the end of the period. Time off is specified in the employee agreement and usually increases with seniority.

24.1.1.1. Scenarios

Let's see some scenarios of how OfficeClip handles Time time Off:

  1. Rudy started his new job on June 15, 2010 and is allotted 12 vacation days per year. His vacation days are set to accrue on the first day of each month.

    1. Let's assume Rudy's vacation days are not prorated, are calculated from his anniversary date, and the accrued days never expire.

      • On July 1, 2010, he has total of 1 vacation day (for the month of June; Rudy receives full 1 day as it is not prorated).

      • On Jan 1, 2011, he has accumulated 7 vacation days (1 vacation day every month, June through December 2010), assuming he has not used any of them.

      • On Jan 1, 2012, he has accumulated 19 vacation days (1 vacation day every month), assuming he has not used any of them.

    2. Let's now assume Rudy's vacation days are prorated and calculated from his anniversary date, and only 5 vacation days can be carried over to the next year.

      • On July 1, 2010, he accrues 0.5 vacation days. (Because vacation is prorated, Rudy gets credit only for 15 days).

      • On July 1, 2011, he accrues 5.5 days of vacation, assuming he has not used any vacation time. (On June 16, 2011 he completed his anniversary, therefore only 5 vacation days are carried over, and from June 16, 2011 to July 1, 2011 he receives 0.5 days, totaling 5.5 days.)

  2. Mary joins the company on May 15, 2010 and is given Personal Time Off of 15 days per year (1.25 per month). The PTO accrues every month, on the first of the month, and is reset every calendar year. Only 4 days may be carried forward to the next year, and PTO is not prorated.

    1. On June 1, 2010 Mary accumulates 1.25 days of PTO (PTO is not prorated).

    2. Assuming Mary has not used any the PTO throughout the year, on December 1, 2010 she accumulates 10 days (eight months at 1.25 days per month).

    3. On January 1, 2011 her PTO accumulation would be reduced to 4 (Carry Forward Rule).

  3. John gets 12 personal days every year starting January 1, 2010; days accrue on the first of each month. John has used up 4 vacation days in the first six months. John got a promotion after six months, which makes him eligible for 6 additional personal days every year.

    1. On July 1, 2010 John would have 2 vacation days accrued (6 total vacation days with 4 used up).

    2. Assuming John does not take any vacation in the month of July, on August 1, 2010 his vacation days accrue to 3.5 days (2 previous days plus 1.5 days with the new accrual after his promotion)