Managing time off

Create a policy

1. 1Go to Time Off > Policies > New policy.
2. 2Essentials: name, type, payment status, hours or days.
3. 3Accrual: Limited allowance or unlimited, the Accrual method, the Annual allowance and Carryover to next year.
4. 4Rules: Require approval, Minimum advance notice, Probation period and Allow negative balance.
5. 5Assign: pick Smart Groups or Users.
6. 6Save with Create policy.

• Balances appear after the nightly run. The owner or a superadmin can do it sooner with More actions > Recalculate balances.
• Changes apply to the whole current year.
• Hours or days is locked once a balance or request exists.
• A policy with history can be archived but not deleted.
• A probation period holds back accrual. People can still make requests during it.

Carrying leave over

Per policy you choose what happens at the end of the year: None, Up to a limit or Unlimited. What goes over the limit lapses at the turn of the year, and leave carried over once does not carry over a second time. Celtucom does not apply other expiry dates, such as a six-month term. Keep track of those yourself.

Correct a balance

1. 1On the web, open Time Off > Balances.
2. 2Choose the flag icon in the row.
3. 3Fill in the Policy, the Effective date, the balance on that date and a Note.
4. 4Choose Save.

• Enter the balance that applies on the effective date, not the difference. Accrual and leave taken count from that date.
• The amount is in the unit of the policy, and can be negative.
• Set by the owner or a superadmin it applies at once. Set by another admin it applies after the nightly run.
• You cannot set your own balance.

Request time off as an employee

1. 1On the web, open My Time Off > New request. On the phone: Work tab > Request Time Off.
2. 2Choose the policy and the dates. For part of a day, turn off Full day request and set the times.
3. 3Add a description or an Attachment if you want.
4. 4Send it with Submit Request. On the phone: Submit.

The request is now Pending and approvers get a notification. If Require approval is off and your balance covers it, it is approved at once.

• A request for more than your balance is refused, unless the policy allows a negative balance, and then only up to its limit.
• Days that are not working days at your organization, by default the weekend, do not count. Public holidays do, so leave them out of your request.
• You can withdraw a pending request with Withdraw request. On the phone you can also cancel approved leave that has not started, with Cancel this leave.

Decide on a request

1. 1Open Time Off (tab Requested) or Approvals. On the phone: Admin tab > Time Off.
2. 2Open the row. Before you decide shows the balance and the coverage.
3. 3Choose Approve or Reject. When you reject, you can give a reason.

A decision can be changed: you can still reject an approved request, and the other way around.

Add leave for someone else

1. 1Choose Add new in Time Off.
2. 2Fill in the User, the Policy type, Full days or Hourly, and the dates.
3. 3Choose Add leave.

On the web it is approved at once. On the phone it is too if you may approve; otherwise it waits for approval. For several on the phone adds leave for more people at once.

Balances and the calendar

Balances and Calendar are on the web and show current employees only. Requested also keeps the past leave of people who have left.

Public holidays

On the web, the Settings of a job calendar hold Holidays, with Load national holidays and Custom holidays. You set them per calendar, and they show in its week view. They do not change anyone's leave or balance.

What is not possible

• Expiry dates per balance.
• Leaving public holidays out of a request automatically.
• Requiring an attachment for a policy.
• Blocking periods in which nobody can take leave.