Previous > Time Off > Requests

Company Policies can be added and edited in the Time Off > Policies page. Choose Actions > Add Policy to start to configure the company policies. 

Enter the NAME of the policy. Usually this is the name referenced in the company handbook that employees would recognize. The policy NAME will be displayed to employees when they request time off in EaseCentral. Choose the  most appropriate TYPE from the drop-down list and whether the policy is on that allows employees to accrue time off over the year or whether the employee immediately gets a lump sum of hours they can use for the policy year. 

The Policy details will then be entered in order to enforce policy rules appropriately. 

The POLICY START DATE is optional and only needs to be entered if the policy is new and started within the current year, or if the policy has changed a new policy is available to eligible employees. 

The POLICY END DATE is also optional and will only be used if the policy is no longer active and a new policy is available to employees. 

The ACCRUAL PERIOD option determines when employees accrue hours throughout the policy year. Hours can accrue Daily, Monthly, or per Pay Cycle. If the Pay Cycle option is chosen the system will apply the accrual at the end of the pay period. 

The total number of hours an employee would accrue per policy year is entered in the HOURS PER YEAR field. The system will take the total HOURS PER YEAR entered into this field and divide by the ACCRUAL PERIOD to determine the employee's Balance throughout the year. 

The INITIAL HOURS determines how many hours will be added to an employee's balance either when the policy is first created, or when a new employee first comes on. The balance will start with this amount instead of 0. This will be commonly used for Lump Sum policies. 

Balances can be imported for each employee to update this INITIAL HOURS balance. If the Import uses the "Set" option the amount on the import file will always override the employee's current balance in their HRIS > Time Off page. If the import uses the "Add"option it will  add the hours in the import to the employee's current balance in their HRIS > Time Off page. 

The MINIMUM REQUESTABLE HOURS designates the minimum amount of hours an employee can request for one day. 4 hours typically means the employee can request a minimum of a half day off. 

Employees may be able to CARRYOVER their balance or part of their balance from one policy year to the next. The CARRYOVER checkbox allows him/her to carry over at least a partial balance to the next policy year. 

The CARRYOVER MAX determines the maximum amount of hours an employee can carryover from one policy year to the next. 

If the NEGATIVE BALANCES checkbox is selected the employee is able to request time off even if their balance does not include enough hours to cover his/her time off request. 

The RENEWAL TYPE options designate whether the policy is one year from the employee's hire date or if employees' policies consistently start at the time time every year. If the RENEWAL TYPE is Anniversary of Hire Date, every employee will have a different policy year based on the hire date entered into his/her Profile > Employment > HIRE DATE field. If the RENEWAL TYPE is Custom the policy RENEWAL DATE should be selected below. 

The WAITING PERIOD determines how long an employee will need to wait after his/her hire date to request time off. If there is a WAITING PERIOD and an employee attempts to enter a time off request in EaseCentral, he/she will receive an error message that will not allow the time off request to be saved. 

If a WAITING PERIOD exists, employees can still accrue a time off balance during the waiting period by selecting the WAITING PERIOD ACCRUAL checkbox. 

Company administrators can create different policies that apply to different Eligibility groups in EaseCentral. Employers may have different time off policies that apply to employees in different LOCATIONS, DIVISIONS, DEPARTMENTS, or JOB CLASSES. The company administrator can set up a policy and choose the Eligibility groups for which that policy applies. The Eligibility options are available based on the Organization Information options configured in the Company > Profile Organization page. If new Eligibility options need to be set up, the broker should be contacted to confirm how this may affect benefit eligibility. 

If an employee or a group of employees have negotiated a separate policy that policy can be assigned to the specific employees in the EMPLOYEE'S drop-down menu in the Eligibility section. All current employees will be displayed and the appropriate employees can be selected. 

If employees who have been employed at the company longer automatically receive more hours per year, the additional hours can be entered in the Tenure Milestones section by selecting Actions > Add Milestone.  Enter the number of years for which the employee receives the additional hours in the AT X YEARS field and in the HOURS field enter the total number of hours the employee receives per year. If the carryover amount changes based on tenure, check the OVERRIDE CARRYOVER checkbox and then enter the total CARRYOVER MAX hours for an employee who reaches that tenure with the company. 

After policies are entered and prior to rolling out Time Off for employees, each employee must have their current balance uploaded into EaseCentral. Company administrators can download and complete the Time Off Balance Template in the Employees > Actions > Import Time Off Balances page. Each employee should have their hours imported for each policy type assigned. 

Balances can also be manually updated in the Employees > HRIS page.

Note: If an employee is terminated before the end of the next accrual period, we prorate each day that they did work up until the point of termination. The terminated employee's Accrual Time Off Balances will automatically be updated with the daily proration on termination.

Note: Prior to giving access to employees to request time off, please make sure to upload employee time off balances to reflect current balances within the policy year. If a Lump Sum policy does not include Initial Hours in the Policy, make sure the balance is set appropriately for new hires before they request time off. Balances can be imported in the Employees > Actions > Import Time Off Balances page.