Time Off Allocation
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Time Off Allocation
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This article goes into detail about Time Off Allocation. For just a general overview, visit the Timesheets Guide article.
Assign Time Off Allocations - follow this guide - after defining Time Off Types, but before Scheduling Time Off for individual users.
Allocating Time Off
Time off can be allocated to users within your company through "Allocated Time Off" in the lefthand menu under Configuration>Time Off>Allocated Time Off of the main Timesheets page.
The user must be marked as hourly to receive allocation. With time off allocated to a user, they then can have time off scheduled.
Time Off Types and Plans should also be set up before Allocating leave time to employees. Please go through the guidance in Time Off Types before returning to this guide for allocation.
Create Time Off Allocation
Creating time off allocations for a new employee:
When you roll over your existing employees into Steelhead Timesheets, or a new employee is configured as "hourly" in Domain Settings, and Types and Plans of Time Off are already established, we recommend using the "add information" list icon on the right side of the employee's entry under Time Sheets > Time Off > Allocated Time Off, to add them to your plans.
We recommend that you establish clean records by selecting "Start Allocation Plan From: Today", and entering hours of Time Off already accrued in aggregate, in the column labeled "Current Hours." You can uncheck any of the Time Off Plans that don't apply, and click "Create Allocation Plan" to save. This serves as a shortcut to recording all Time Off benefits for this employee in one dialog.
Once the Time Off Type and Plan selections are made, you will be able to " + CREATE TIME OFF ALLOCATION" and also edit previously created allocated time off. When creating a new time off allocation for an existing employee, here are the fields to fill out:
- All Leave Available From Start: Check the box to make all hours available for time off at once. A field will appear to enter in Leave Hours. Accrue fields will stay available if box is left unchecked.
- Carryover hours: Enter the amount of time in hours that will be added to the allocated time segment.
- Start Accrual Time frame in units (followed by number) when accrual will begin, following the start of each accrual set.
- Accrue Unit of time (weekly/monthly) - followed by number - during which accrual of available time off occurs.
- Leave Hours Per # Months: Set the number of hours to be allocated for the number of weeks/months entered in the field above.
- Users: Select the user(s) to allocate the time off to. There is an option to Select All users.
Creating and Viewing Allocations:
Some options for creating and viewing time off allocations:
- Request and view time off from user account page.
- From Timesheets, Time Off > View Calendar, the calendar view will color-code requests for rejected or approved time offs.
- Select events in calendar to edit or drag them around to change dates.
- Selecting the calendar brings up the Schedule Time Off menu button.
- You can now create many allocation sets at one time and repeat sets on long intervals.
- In the top bar menu of Calendar View, you can filter entries to view by Supervisor, Time Off Type, or Approval Status.
Tips for Time Off Allocations
Create time off plans which can quickly provide employees with the proper time off allocation per type. This will phase out single-year allocations sets to support features like:
- Plan start dates support mid-year allocations for new hires & employee life events.
- Add multiple allocation periods to a plan to support employee tenure.
- Detailed editing of accrual intervals and time periods is available.
- Set carryover and accrual limits per allocation period.
- Assign start dates to users for use with time off plans.
- Choose which time off types are able to be requested by employees.
- Employee’s account pages will only show time off types which are available to be requested (i.e. cannot request holidays).
Allocations Table
The table, visible from Timesheets > Configuration > Time Off > Allocated Time Off, is divided into several columns for viewing information about hourly users' allocated time off:
- Name: This is the name of the user who has been allocated with time off.
- Role: This is the job title of the user who has been allocated with time off.
- Allocation Set: This is the set and the start and end dates that the allocated time off is valid.
- These dates may be different for different users, depending on their Time Off Set dates, for example, if your company allocates time based off the employee's hire date.
- The column will be blank if there is no allocated time off for the user.
- Allocated Time Off: Lists the current planned allocations and the number of hours for each. Click the hours for more information.
- The column will be blank if there is no allocated time off for the user.
- Actions: The edit icon gives the ability to edit the start date and leave hours for the user's allocated time off already created.
- The plus icon gives the ability to create new time off allocations.
Plus Button Action
The plus button only allows for allocating leave hours at the date selected. To set up hours accrued over time, click the "+ CREATE TIME OFF ALLOCATION" up top.
- Users can be allocated time off by hours worked.
- Users can be allocated time off based on rolling period.
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