Time off categories can be used to request time off, and time off can be charged against each category.
To access categories, click on theapplication, then click on the link at the top and, finally, click on the link at the top.
The following fields are captured per category:
Code: A short code that is shown on the request capture screen (required)
Full Name: The full name of the category (required)
Notes: Detailed description of the category
Enabled: If true, the category is currently shown in all screens
Accrual Enabled: If true, accrual is enabled for the category
Accrual Yearly Date: Accrual renewal date every year; this could be a fixed date (usually year-end) or the employee anniversary date.
Show in Calendar: If true, the category is shown on the time off calendar
Show in Timesheet: If true, the time off will be shown in the payroll column of the timesheet
Count weekends as Time Off: If true, the employee time off is charged for the weekends if the requested time off falls within a week end
Request Approval: If true, prior time off approval will be required before it can be used in the timesheet
After entering the final description, click.
This feature allows calculation of Time Off accruals over a period of time. Each organization has different accrual rules for various types of time off such as vacations, family leave, etc. In addition, accrual rules may change based on other factors, such as seniority.
The following fields are captured for accruals:
Policy Name: The name of the Accrual Policy (required)
Description: The description of the Accrual Policy
Period: The Unit of measurement of when the accrual is awarded. Some companies award a fixed number of hours every month, while others award every week, year or day (required).
Amount: Amount of accrual hours per period (required)
Prorate: If true, Time Off will be prorated. For example, if an employee joined a few months later than the accrual start date, he/she will accrue the time off only for the portion of the time worked.
Calculated: Determines if the accrual is calculated at the beginning of the month or the end of the month. For example, if John gets 1.25 hours of vacation every month and the accrual is calculated at the beginning of the month, John will be credited with the vacation of the entire month on the first of the month (required).
Maximum Accrual: Maximum number of Time Off accrual a person can have at any time (required)
Carry Over: This amount determines when the accruals are reset if not used for a period of time. For example, an employee who earns 1 day of personal time every month can have his/her personal time reset to 5 in the beginning of the next year (7 days lost if the employee did not use any of the personal time) (required).
Each employee can have a different accrual setting for each category. For example, a senior manager may have a different vacation accrual than the newly hired employee.
To set accruals for each category:
Click> > .
Select the appropriate category, scroll down to the accrual section and click thebutton.
In thecolumn, click the button or button at the top.
By default, all users are set to. This means that even though the accruals are defined, none of the existing users have the accrual set.
The history screen gives the details of all the Time Off calculated for a particular category. Administrators can easily understand the calculated accrual balance for a particular user.
When calculating time off, it is important to consider the entire history of a particular category. Often, the OfficeClip Time Off application replaces an existing application and the history is not migrated. This creates inconsistencies which may result in incorrect result.
To avoid this, OfficeClip allows administrators to enter hours available at a particular point in time. All OfficeClip Time Off calculations are from that point of time.
To set the availability, click on a
category and then click on the button. On the new screen, click on
Adjustments are designed to take care of events that do not fall under normal accrual patterns. For example, a company can decide to give some employees additional sick leave. These unforeseen events can easily be managed by adding these times as adjustments to the Time Off for a particular category.
To enter adjustments, click on a
category and then click on the button. This screen shows the last
adjustments for all users. On this screen, click on a user to go to
the adjustments screen.