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Manage Time Off Types

Declan Manning
Updated

Available for the following HR payroll classic plan Standard, Premium, Platinum
Available for the following User Access levels: Employee, Manager, Admin

Time off types allow your employees to submit time off against a pre-defined criteria. They help you track what type of time off your employees are taking and the balance they have accrued. This lets your organization manage and report on employee time off within your business. You can use the feature to create time off types, the policies used to accrue time off, and the employees they apply to. You can also edit a policy or type and delete a record that is no longer needed.

Getting started

Add a time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the Add Time Off Type button.
  5. Complete the following fields:
    • Time Off Type Name.
    • Time Off Balance Tracking.
    • Unit Type.
    • Require an end date on time off request submission.
  6. Click the Save button.
  7. To add a time off policy, complete the following fields:
    • Time Off Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro-rated for Part-Time/Casual Employees.
    • Time Off Balances for New Employees.
  8. Click the Save button.
  9. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  10. Click the Save button.
Add a time off policy to an existing time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the button.
  5. Click the Add Policy button.
  6. Complete the following fields:
    • Time Off Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro-rated for Part-Time/Casual Employees.
    • Time Off Balances for New Employees.
  7. Click the Save button.
  8. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  9. Click the Save button.
Add a pro-rated time off balance
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the Actions button.
  5. Click the Edit button for the time off type you need.
  6. Check the Pro-rated for Part-Time/Casual Employees checkbox.
  7. Click the Save button.
  8. Click the Confirm button.
Enable a disabled time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Toggle the Disabled button on for the time off type you want to enable.
  5. Click the Enable button.

Daily activities

Assign employees to a time off policy
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the Actions button.
  5. Click the Assign button.
  6. To assign the policy to certain employees, drag their name from the Available column to the Selected column. (You can also click the double right arrow (>>) button to move all available employees at once.)
  7. Click the Save button.

Editing data

Edit a time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the button.
  5. Click the Edit button.
  6. Make the required changes.
  7. Click the Save button.
Edit a time off policy
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the Actions button for the time off type you want to edit the policy of.
  5. Click the Edit button.
  6. Make the required changes.
  7. Click the Save button.
  8. Click the Confirm button.
Enable time off accrual from start date
  1. Click Settings on the main menu.
  2. Select Time Off Settings from the submenu.
  3. Find the relevant time off type, click Actions then select Edit.
  4. In the Amount Accrued section:
    • Enter the relevant number of days in the far left field.
    • Click the middle drop-down button and select Yearly. (Accrual from employee start date is only available for yearly time off types.)
    • Next to the text that says "on the", click the drop-down button and select Employee Start Date.
  5. The drop-down button in the Carry Over Date field will now say Employee Start Date and will be greyed out and locked.
  6. (Optional) Click the + Add Tier button if you want to apply different accrual rates based on further criteria (such as employee tenure).
  7. Click the drop-down button in the Carry Over Amount field and select one of the following:
    • None – Employees cannot carry over any unused time off.
    • Unlimited – Employees can carry over their full unused balance.
    • Up to – Employees can carry over a maximum number of hours or days, which you can set in the form.
  8. Complete the fields in the Pro-rated for Part-Time/Casual Employees and Time Off Balance Rules sections.

  9. Click the Save button.

    Helpful Hint

    Your changes will now be active, and a pop-up Success notification will appear to confirm.

    If you set your time off accrual configuration by adding a new time off policy rather than editing an existing one, you will now be on the Manage Assignments page. See this article's Manage assignments for accrued time off section below for further instructions.

Manage assignments for accrued time off

These instructions show you how to navigate the Manage Assignments: Vacation page. You can access this page by saving a new time off policy and following the instructions outlined in this article's Enable time off accrual from start date section above.

  1. Find the relevant employee(s) on the Available section of the Manage Assignments: Vacation page.
  2. Drag the employees from the Available section to the Selected section. (You can also click the double right arrow (>>) button to move all available employees at once.)
  3. Click the Save button.
  4. Select Apply a pro-rated amount from employee start date or an effective date from the top drop-down button.
  5. Select the Effective Date checkbox.
  6. Click the field that contains a calendar icon and select the relevant date.
  7. The hours in the New time off balance column entries will now update automatically for each employee.
  8. Click the Save button at the bottom of the page.
  9. The time off balance for each employee will now update based on your chosen policy setup.

Helpful Hint

If the policy includes carryover (e.g., Unlimited carryover), the system will carry over the full unused balance as soon as the time off accrual triggers.

To verify the accrual: go to People in the platform's main menu, select the profiles of the employee(s) whose accrual you want to check, navigate to the Employment records section, and then select the Time off details tab. This will display the selected employee's updated time off total.

Removing data

Disable a time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Toggle the Enabled button off for the time off type you want to disable.
  5. Click the Disable button.
Delete a time off type
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the button.
  5. Click the Delete button.
  6. Click the Delete button in the pop-up.
Delete a time off policy
  1. Log into your Employment Hero platform.
  2. Click the Settings menu.
  3. Under Payroll Settings, click the Time Off Settings submenu.
  4. Click the Actions button for the time off policy you want to delete.
  5. Click the Delete button.
  6. Click the Delete button in the pop-up.
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