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Time Off

Types & Policies

Setup Time Off Leave Type

Humi's Time Off module is set up to allow you to group multiple Time Off Policies under a given Time Off Type. An example of this would be if you had two different Vacation Policies, eg Standard Vacation and Executive Vacation, with different annual accrual entitlements. In that case, you'd want to create a single Vacation Time Off Type in Humi, and then create two Time Off Policies underneath this Type. The two Policies would be called "Standard Vacation" and "Executive Vacation".

The following is an outline of how to create a Time Off Type.

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Look for the "Create Time Off Type" button in the top right corner.

Then, you'll see a view of all the settings you can have for a Time Off Type:

Type Name is the name that will show in the system when employees are booking time off, or on the calendar (if you give people permission to see it). Normally Type Name is something like "Vacation", "Sick", "Personal", etc.

Colour will be used for visualization purposes, for example to show a yearly chart of Time Off usage. It's also used for aesthetic purposes, to easily visually distinguish Time Off Types throughout the Humi interface.

Icon is used in much the same way as colour; for aesthetics and easy visual identification throughout the interface. Employees will be able to see the icon you select.

Visibility is what lets you control whether details of requests under this Time Off Type will be visible to employees. If set to Public, employees will be able to see their colleague's requests, along with details like the Time Off Type Name, and request description. If set to Private, employees will just see that colleague's are "away" with no further details. Note that if you'd like to prevent employees from seeing that colleagues are "away" at all, you can restrict access to everyone as a whole with the Overall Visibility toggle in the Overall Time Off Settings tab (in the Admin View).

Track Time In (Days / Hours) is used to control the units used for booking time off. This will take effect everywhere in the system, including employee requests, employee profiles, and reporting. Note that the units set here will impact every Time Off Policy under this Time Off Type.

Hours Per Day is used to convert between hours or days, for reporting purposes, and may be used if you decide to use Humi as your Payroll Provider for certain Payroll calculations. Based on what you set here, it will also auto-suggest this number of hours per day when employees are requesting time off on an "Hourly" Time Off Type.

Paid Time Setting is used when you use Humi for your Payroll. It helps us understand which requests should be counted as Paid Time Off, Unpaid Time Off, or ignored from a payroll perspective (i.e. Time Worked). Typically, Vacation is Paid, Sick or Personal are Unpaid, and Working Remote or Work From Home are set as Time Worked.

Description is used to display a helpful message to employees while they're requesting time off. You can use this to specify what a certain Time Off Type is meant to be used for, eg. "Sick days are to be used when you are too ill to work", or "Use Vacation days to rest and recharge".

Once you're done setting up the Time Off Type, don't forget to hit save.

After you've created a few Time Off Types, you'll be able to mark one as default. This will cause this Type to be prioritized throughout the interface, for example when making a request, viewing reporting, transactions logs, etc; the default Type will show up first for everyone in the system.

Setup Time Off Leave Policy

Humi's Time Off module is set up to allow you to group multiple Time Off Policies under a given Time Off Type. An example of this would be if you had two different Vacation Policies, eg Standard Vacation and Executive Vacation, with different annual accrual entitlements. In that case, you'd want to create a single Vacation Time Off Type in Humi, and then create two Time Off Policies underneath this Type. The two Policies would be called "Standard Vacation" and "Executive Vacation".

The following is an outline of how to create a Time Off Policy.

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Look for the "+ Create Policy" button in the top right corner of the Time Off Type card, under which you'd like to add a Policy.

Then, you'll see a view of all the settings you can have for a Time Off Policy:

Policy Name is a unique name for each Time Off Policy, which will only be visible to admins. Common examples would be "Standard Vacation 10" or "Executive Vacation 15". Employees will only see the Time Off Type Name in the interface, not the name you set here as the Time Off Policy Name.

Time Off Type specifies what Time Off Type the Time Off Policy should go under. You can have multiple Time Off Policies under each Time Off Type.

Approval Flow allows you to specify a certain Approval Flow for the Time Off Policy. Note that the Approval Flow must be configured before creating the Time Off Policy.

Accrual Setting can be either Unlimited or Accrues. Accrues allows you to specify an accrual schedule, to allow time off allotments to be granted over time. Unlimited allows your employees to book as much time off as they like, with no limits.

Accrual Frequency can be anything from daily, weekly, semi-monthly or biweekly, monthly, quarterly, or annually. We strongly advise that you line up the Time Off Accruals with your payroll cadence, especially if you intend to ever use Humi Payroll and take advantage of the powerful integration and automations with Time Off.

Days/Hours Accrued Per Year can be set to whatever you like. Most provinces have a legal minimum of 10 days / year, but please consult with the relevant government websites to confirm the law in your region.

First Day of Period is used to configure your periods with more granularity. The options are dynamic based on what you select for Accrual Frequency.

Accruals Happen On is used to configure when accruals are actually granted. For example, if you have a weekly Accrual Frequency, with the First Day of Period being on Monday, then you would have three options for Accrual Happens On: First Day of Period, Last Day of Period, First Day of Next Period.

  • First Day of Period would imply you earn the full week's accrual up-front, on Monday.
  • Last Day of Period would imply you earn the full week's accrual on the last day of the period, on Sunday.
  • First Day of Next Period would imply you earn the full week's accrual after working the full week, on the Monday of the next week.

Accrual Schedule Preview shows a full preview of 3 sample accruals, including the dates of the period, the date the accrual is granted, and the amount of the accrual.

Advanced Settings

At the bottom, you'll see a view of "Advanced Settings" that can also be configured. These settings may have accounting, compliance, or legal implications, so be careful to ensure you understand the implications of the changes you make.

Seniority Increase allows you to configure automatic seniority increases over time, based on the number of years since a given employee was hired (date hired is the anchor point in time).

Note that seniority increases will be prorated, according to recommended approach by the Canadian Payroll Association (CPA). If you'd rather not prorate, or prorate with a different mathematical approach, you can manually give employees seniority increases via assigning them an upgraded Time Off Policy, with full control over effective date, and balance.

Prorate First Accrual is a toggle to control whether or not the first accrual after assignment should be prorated. For example, if an employee starts in the middle of the period, having this toggle turned OFF will result in the employee getting the full accrual amount for the full period, despite having only worked for part of it. If the toggle is turned ON, we will calculate a proration based on the recommended approach of the Canadian Payroll Association (CPA), which takes into account working days based on an average of 260 working days per year.

Year End Balance Cap allows you to optionally set a limit to how much time can carry-over to the next year, at a certain date (eg fiscal year end) or calendar year end. For example, if you were to enter May 1st as the "Cap On Date", then you would see an adjustment transaction for employees on the last day of April (the 30th), reducing employee balances accordingly, to reach the cap that you specify. This ensures that the balance is capped to the desired amount officially as of the beginning of the day on May 1st, i.e. the end of the day on April 30th.

Max Balance Cap allows you to optionally set a limit to how much time can accrue all throughout the year. For example, if you set this to 5 days, then the employees assigned will accrue up to 5 days, but any accruals that bring them above 5 days will immediately be followed by a downward adjustment, bringing their balance back down to 5 days.

Allow Negative Balances is a toggle meant to help you prevent employees from putting themselves into a negative balance with requesting too much time off. Note that it will still be possible for employees to find themselves with a negative balance in some odd situations, for example if admins or managers force approve requests for too much time off. Admins can also do admin adjustments to balances, which may also force an employee into a negative balance.

Waiting Period is used to prevent employees from booking time off before a certain number of days have passed, after their hire date. Note that accruals will still be happening in the background, according to the accrual settings of the Policy.

Limit Request Length is used to enforce certain rules around how short or how long a request can be.

  • Use Min Day Length to specify the smallest increment of time an employee can book (eg 0.5 days, or 1 hour, etc).
  • Use Max Total Length to specify the longest total 'counts as' a request may have, eg if you don't want people to be away for longer than a week, you could put '5' days here (since only business days are counted).

Once you're done setting up the Time Off Policy, don't forget to hit save.

Assign Time Off Policy

For employees to request time off, or track accruals over time, they must be assigned to a Time Off Policy. Employees can only be assigned to one Time Off Policy for each Time Off Type (eg one Vacation Policy, one Sick Policy, etc).

There are two ways to assign Time Off Policies in Humi:

  • In bulk, on the Types & Policies page in the admin view of Time Off
  • For a single employee, on that employee's Time Off Profile

First, we'll look at how you would bulk assign a Time Off Policy:

Bulk Assigning Policies

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Scroll to the Time Off Type in question, and find the Time Off Policy which you'd like to assign.

Then click "assign" to select which employee's you'd like to put on the Time Off Policy in question.

You can click "All filtered items" to quickly add everyone, or select a subset instead if you wish.

Next, you’ll be able to decide on the effective date of the policy assignment. You can either select date hired, which will dynamically assign the policy to everyone selected as of their date hired, or you can specify a custom date which will apply to everyone in the same way.

If you also are removing anyone who was already on the policy, the last step will allow you to decide on the effective date for the removal.

To complete the process, click 'save', and this will begin the assignment process.

Note that you may not see the assignment numbers update immediately when you are back on the Types and Policies View. If you refresh the page after a few seconds, the numbers should have updated.

Instructions for Assigning Policy to Individual Employee

To begin, as an admin, navigate to the employee's Time Off Profile. For the Time Off Type in question, click on the three dots in the top right corner of the card:

Click on the "Change Policy" option.

There, you'll be able to decide which new policy to put the employee on, and the effective date of the change.

Note that if you'd like to tweak the employee's balance after the new policy is assigned, you can always create an Admin Adjustment accordingly afterwards. Also note that all accruals after the effective date will be overwritten. Requests, adjustments, and previous accruals won't be effected, however.

To finish, click "Save", and you're done! You will see the updated transactions reflected on the Transactions Log down below on the Employee profile, once you refresh the page.

Copy Time Off Leave Policy

Humi's Time Off module is set up to allow you to group multiple Time Off Policies under a given Time Off Type. An example of this would be if you had two different Vacation Policies, eg Standard Vacation and Executive Vacation, with different annual accrual entitlements. In that case, you'd want to create a single Vacation Time Off Type in Humi, and then create two Time Off Policies underneath this Type. The two Policies would be called "Standard Vacation" and "Executive Vacation".

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Click on the three dots on the policy which you want to make a copy of.

The system will then duplicate that policy, and insert it under the same Time Off Type. Note that no employees will be assigned to it, and there will be no transactions associated with it.

You can then assign employees as you wish, or go in to tweak the Time Off Policy settings. Note that all settings will have been copied from the old Policy.

Edit Time Off Leave Type

Humi's Time Off module is set up to allow you to group multiple Time Off Policies under a given Time Off Type. An example of this would be if you had two different Vacation Policies, eg Standard Vacation and Executive Vacation, with different annual accrual entitlements. In that case, you'd want to create a single Vacation Time Off Type in Humi, and then create two Time Off Policies underneath this Type. The two Policies would be called "Standard Vacation" and "Executive Vacation".

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Find the Time Off Type you'd like to edit, and click the three dots on that Type. There you'll see the "Edit" option.

On the following screen, you'll be able to edit any of the Time Off Type settings as you wish.

Some things to keep in mind:

  • Any changes will take effect immediately.
  • Some changes will have immediate impact on accruals across the system. For example, by changing units, it will immediately change the units used for that Time Off Type everywhere in Humi.
  • Importantly, changing the Hours Per Day setting will only impact future transactions. It will not change the hours per day for past requests, accruals, etc.
  • Changing the Paid Time Setting may have more serious implications if you use Humi Payroll for your Payroll as well. Please chat with your CX rep before making a change to this toggle, if you use us for Integrated Payroll with Time Off.

When you're done editing, don't forget to hit save!

Edit Time Off Leave Policy

Humi's Time Off module is set up to allow you to group multiple Time Off Policies under a given Time Off Type. An example of this would be if you had two different Vacation Policies, eg Standard Vacation and Executive Vacation, with different annual accrual entitlements. In that case, you'd want to create a single Vacation Time Off Type in Humi, and then create two Time Off Policies underneath this Type. The two Policies would be called "Standard Vacation" and "Executive Vacation".

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Find the Time Off Policy you'd like to edit, and click the three dots on that Policy. There, you'll see the "Edit" option.

This will take you to the Policy Edit screen, where you'll be able to edit the Time Off Policy however you like.

Keep in mind that changing some fields could have major consequences on accruals going forward. When an edit is made to these fields, accruals going forward will change based on the edits made. These fields include:

  • Accrual amount per year
  • Accrual schedule (frequency, date, etc)
  • Seniority increases
  • Proration setting
  • Year end cap
  • Max balance cap

To help you avoid making a mistake, and to ensure you are purposefully making these changes, we show this warning:

Simply confirm by clicking Save, and you will see your changes take effect immediately, when viewing your employees' Time Off Profiles.

Delete Time Off Leave Type

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Find the Time Off Type you'd like to delete, and click the three dots on that Type. There you'll see the "Delete" option.

Then, you'll be prompted to confirm that you'd like to commit to the delete:

Note that the implications of this are as follows:

  • All accruals, requests, adjustments, etc. that are associated with this type, for all employees, will be deleted irreversibly.
  • The employees will no longer be able to request time off against this Type.

Once you're certain of the change, click "Delete" to complete the delete process.

Delete Time Off Leave Policy

To begin, as an admin, navigate to the "Time Off" module, and find the Types & Policies tab. Find the Time Off Policy you'd like to delete, and click the three dots on that Policy. There, you'll see the "Delete" option.

Next, you'll see a warning asking you to confirm the delete:

Note that the implications of this are as follows:

  • The employees currently assigned to this policy will be immediately unassigned.
  • The employees will no longer be able to request time off against this Type, until they are put on a different Time Off Policy under this Type.
  • The employees will no longer see any balance for this Type, any requests, or any Transactions.
  • However, when assigned to another Policy under this Type, all these things will reappear.

Once you're certain of the change, click "Delete" to complete the delete process.