Timesheet & Project Management Blog

 

Let’s take a look at Time off Accruals. Let’s say your company gives you, or your employees, 40 hours off each year. Standard Time® is able to automatically accrue that time on a periotic basis. Whether it’s on a monthly basis, yearly or weekly, Standard Time can add those hours to your Paid Time Off (PTO) bank. Let’s take a look at where that occurs. I’m going to click on this Time Off tab; you see the 6 tabs along the top. This last one deals with time off and that generally deals with the PTO or other reasons you may be taking time off. You see a series of records that are for employees that have taken time off or who have submitted time off records. What I’m going to do is right click on this so I can edit the Time Off Policies. In this right click menu you also see the Time Off Reasons that you can have, the policies, there are blackout periods, meetings affect the time off because people want to know what meetings they will miss, holidays are also skipped. If I choose Time Off Policies this dialog box opens you see on the left hand side a list of reasons. These are the policies for each employee, in fact it’s for each employee and each reason or possible reason that they would be taking time off. You also see a drop down at the top, as you look through this you see people listed here. In this case I have Buzz, I can see all the possible reasons for Buzz to take time off. I can see the available hours, the number of hours he earns in a period. For instance vacation 12 hours each month, you could choose bi-weekly, monthly, yearly, compensatory and so on. There’s different ways to choose the earned period. You also can reset this if you like. That implements a use it or lose it policy. In this case if Buzz doesn’t use his vacation it’s going to be reset every year. But in this case he can carry over some hours. So that’s a use it or lose it policy; normally this it set to Never so that you don’t reset every year but some companies do implement a use it or lose it on certain reasons. You can see in some cases we reset in some cases we don’t, we can carry over. We also have a date of hire so we know when Buzz was hired. The Accrue day is when we earn on a monthly basis we know which day of the month to accrue. You can also set a Do not Exceed limit which prevents people from hording time. So if they’ve reached 900 hours of vacation you can prevent them from exceeding that so that they don’t go off and loot the company when they leave with so many hours you would have to pay for those. You also have an Overdraft column that allows the employee to pull hours from their bank even if they don’t have enough. In this case Buzz has 59 hours but let’s say he wants to take one giant vacation for 100 hours. If he had some Overdraft hours here or allowed to overdraft a certain amount you would allow that. If it’s set to zero then that’s not allowed for that particular reason. There’s a button down below that is the Time Off Reasons button. When you click that you will see all the time off reasons in the system. You can add and remove these to fit your company needs. When you do that you’ll see the time off reasons listed here. When you close and go back to the timesheet and open up this little Time Off area you’ll see the reasons there as well.

That gives you an overview on how Standard Time handles the automatic time-off accruals.

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