Create a Front-Loaded Time Off Policy

Before you start

Admins can create front-loaded time off policies. This type of policy allows you to allocate a full annual time allowance upfront. The employee then requests time off that is deducted from this balance.

Once you publish or save a time off policy as a draft, it can be assigned to employees.

Create a front-loaded time off policy

1. Navigate to Admin > Time off > Policies
2. Click Create > New policy
3. Name the policy
   Note: this will only be visible to Admins.
4. Select a policy type
   Note: this is what will display to employees when they request time off. 
5. Select work hours that apply to this policy and then choose Front-loaded policy
6. Select Next
7. Configure Time off accrued per year for employees in hours or days
8. Select the Annual reset date
   Note: “Reset” means that employees will lose their current balance (unless carryover is configured in Advanced settings) and accrue the full balance for the year again.
9. Select Next
10. Toggle on any relevant advanced settings 
    Note: these are toggled off by default. 
    • Carryover limit: Defines how many hours/days an employee can carryover from one year to the next on the reset date. If this setting is not toggled on, they will not carryover any remaining hours at the reset date (”hours” or “days”, dependent on the time unit chosen for the accrual amount on the previous “Configure policy” form). If this setting is toggled ON, the “Number of hours” entered is the maximum they can carry over. Each employee assigned this policy will carry over their current balance of hours/days at the reset date up to this maximum allowed. The amount carried over will then be added to the amount accrued per the policy settings at the reset date unless it surpasses the Maximum balance setting defined below.  
    • Waiting period: Determines a specific number of days following an employee’s start date they have to wait before they accrue any time for this policy. So for a waiting period of “60 days”, a new hire will accrue the full year’s balance 60 days after their start date (dependent on the prorate setting below). 
    • Maximum balance: Determines the maximum amount of hours/days a single employee’s balance can be. This is taken into account if the carryover limit is toggled on, and an employee is carrying over unused time from one year to another. 
    • Negative balance: Allows employees to time off even if they do not have enough balance to make the request. If it is approved their balance will go into the negative. If this setting is toggled off, the system will not let employees request time off if they do not have enough accrued balance.
    • Negative Balance Limit: if Negative balance is toggled on, you have the option to specify the maximum negative balance that can be used
    • Partial day requests: Allows employees to request between 1 hour off and the number of workday hours (typically 8 hours). If this setting is toggled OFF, employees can only request full work days off. 
    • New hire prorate accruals: Affects how many hours/days a new hire accrues when they join in the middle of the year. If this setting is toggled OFF, employees will accrue the full balance for the policy on their start date (assuming there is no waiting period). If this setting is toggled ON, employees will accrue the balance proportional to the number of days left in the year. 
    • Paid: Specify if the time off for this policy will be paid. If toggled on, the time off will be paid, if toggled off, the time off will not be paid.
11. When you’re done, select Next
12. Review the new policy and Save draft or Publish

You are now able to assign employees to the policy.