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Time Off

Using Time Off

Table of Requests

As an admin or a manager in Humi, you get access to a powerful table view of all requests from your company, or your reportees.

This table can be used to sort, filter, and page through all relevant requests to which you have access.

As an admin, you can find this as the first screen you come to in the Time Off module.

As a manager, you can find this in the "My Team" tab within the Time Off module.

Here you can see the beautiful, information-dense view of all requests for your company as an admin.

You can sort by any of the columns by clicking on the column title.

Filter by Date

You can also filter by a single date, or a date range. Any request that intersects with the date(s) provided will be shown:

To view who's away Today, for example, just click on today (twice).

View by Status

To view only requests that are pending, approved, or denied, simply click on the filter button next to Status, and tick off the boxes accordingly.

View by Type

To view only requests that are of a certain Type, simply click on the filter button next to Type, and tick off the boxes accordingly.

View by Department

To view only requests that are from employees in a certain department, simply click on the filter dropdown at the top of the table, and select the department which you would like to view.

View by specific employee

Lastly, you can filter to view requests for a particular employee, using the search bar at the top:

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 Assign 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 change, and make any tweaks necessary to the balances as of this effective date. Any changes to existing balances will show up as an Admin Adjustment in the Time Off Ledger on that respective Employee's Time Off Profile.

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.

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.

Terminating & Rehiring

When you terminate or rehire employees, the Time Off system automatically takes care of some work for you.

Specifically, when you terminate an employee, the module will:

  • Unassign the employee from the Time Off Policy
  • Create a prorated final transaction for the employee
  • Possibly create an automatic adjustment, to correct for over-grants of accruals, in the case of accruals happening on the first day of the period (up front).

Specifically, when you rehire an employee, the module will:

  • Not reassign the employee to a Time Off Policy - you must decide this for yourself
  • When assigning a new time off policy, if you select "date hired", the system will use the latest date hired as you have set in the system.

Create Requests

Time Off Requests are how you will keep track of who is away, and when.

Each Time Off Request is for a single employee, for a certain Time Off Type (eg Vacation, Sick, Personal, etc), for a certain date or date range.

Time Off Requests can be for fractions of a day (and you can limit how small this fraction may be), or multiple days. But requests cannot be recurring, or have gaps in between within a single request.

The following instructions outline the various ways a request can be made.

As an employee, you'll see a "Book Time Off" button on your dashboard. You can click this to book time off.

As an admin, you can book time off on behalf of anyone, by going to their Time Off Profile, and similarly you'll see a "Record Time Off" button at the top right.

In either case, these buttons will take you to the screen where Time Off Requests are created:

Here, you can select the dates using the calendar on the left, select the Time Off Type which this Request is for, and add a helpful note if you wish, about the request.

Note that you will see a summary on the right, of how many days will be counted, and the balance before the request is made (in the morning on the first day of the request).

On the bottom right, you'll also see any overlapping requests from other individuals in the same department.

Additionally, you can edit the "counts as" for each day of the request. This can be used if you'll only be away for parts of some of the days.

Note that weekends and holidays will count as 0 by default, as per the Work Schedule that the employee in question is on.

Finally, after you submit the Request, you will see a page where you can review the details you've just submitted:

Employees will be able to follow along with the approval flow, to see the status of the request, and who is needed to finalize the approval.

After creating a request, employees can still edit the request up until the request begins. This will reset the approval flow, starting the flow again from the bottom.

Admins can edit requests at any time. Note that requests can't be moved from one Time off Type to another; in that case, it will be best to delete the old request, and add a new one with the corrected Type.

Calculate Balance

There are two ways to calculate Time Off Balances for employees in Humi:

  • On their time off profile
  • In reporting, on the Time Off Balances report

This overview will show how to do it on an employee profile.

To begin, navigate to the employee's Time Off Profile.

There, click on the three dots on the Time Off Type card that you would like to calculate a balance for. You'll be brought to this modal:

Here, you just need to click on the date on the calendar on the left, which you would like to know the balance for.

Note that the system cannot predict balances more than 3 years in the future!

Make an Adjustment

If you would like to adjust the Time Off Balance for a given employee, there are two ways to do it:

  • On the employee's profile
  • In bulk, using the Adjustments Importer in the Reporting module.

This tutorial explains how to make the adjustment for a single employee, on their Time Off profile.

To begin, navigate to the employee's Time Off Profile.

There, click on the three dots on the Time Off Type card that you would like to make the adjustment for. You'll be brought to this modal:

Then, select the date which the adjustment should be made, the adjustment amount, specify if the adjustment is positive or negative, and then add a note if you wish, so you can remember why you made the adjustment.

You will see a preview of an estimate of the balance after the adjustment is made.

When ready, click Save to commit the changes, and you're done!

You will see the adjustment show up on the Transactions Log below, if you select the same Time Off Type that this adjustment was for.

There, you have the option of deleting the adjustment, if you wish.

Balances Report

If you'd like to run a report on Time Off data, you can go to the Reporting module, and click on the Time Off Balances report.

At a high level, this report allows you to select a date range, and a Time Off Type, and the report will show you:

  • The starting balance, at the beginning of the first day of the range you entered
  • The ending balance, at the end of the last day of the range you entered
  • The ending cash liability estimate, at the end of the last day of the range you entered
  • The total usage in the range you entered
  • The total adjustments in the range you entered
  • The total accruals in the range you entered

Note that the cash liability is based on the employee's salary at the end of the period, and the balance at the end of the period. If you'd like more hyper-accurate liabilities, you might consider signing up for Humi Payroll, which tracks vacation pay accruals on a per-paystub basis. That is the most accurate and reliable way to do it.

By default, the report will select the current year as a date range, and the default Time Off Type:

You can scroll horizontally to see more data.

If you'd like to filter and view data for only certain departments, managers, offices, or employment status, you can click the filter button at the top right corner:

Finally, if you'd like to export the report, you can also do this with the export buttons in the top right corner:

Manager View

As a manager, there are two places you can review and approve time off:

  • On your dashboard, in your inbox
  • In your My Team tab in your Time Off Module

To approve from your dashboard, simply click on the request alert in the inbox, and approve the request.

To approve from your My Team tab in your Time Off Module, simply click on the My Team tab, and filter the requests by status = pending.

By default, it will show the most recent requests at the top.

In roles and permissions, admins can configure whether managers should see requests for

  • Only their direct reports
  • Their direct reports, and reports' reports.

Clicking on any request will bring you to a helpful full-screen view of the request, where you can approve or deny them.

Humi Go

Humi Go is a beta, experimental app that allows employees to request time off from their mobile device. It is a native app, for iOS and Android.

The app has a unique "Chat" based interface, which makes it fun and simple to book time off, or check your balance.

Download the Humi Go app for iOS or Android using the links below.

Then login to your account as normal, and you will be able to request time off in plain english.

Try requests like:

  • On vacation from Aug 24 - 26
  • Sick today
  • Working remote tomorrow
  • Etc.

Requests will go through the normal approval flows you have set up in Humi.

Prorations Explained

Prorations happen when employee are hired (first period), fired (last period), or get a raise (prorate on either side of a raise). In the case of Time Off, this means when Policies are assigned, unassigned, or seniority increases are granted.

Humi prorates via the recommended method of the Canadian Payroll Association (CPA), for time off and for payroll.

To calculate a proration, take the annual salary or annual accrual, and divide by 260 (CPA suggested number of days in a year) to get the daily rate.

Then multiply daily rate by the number of days worked (working days in the period). This results in the correct accrual to grant for the period in question.

An analogous thing can be done for hourly employees: take the number of hours worked in the period, and divide by the period-based-annual-average. Eg 260 / 24 (in the semi-monthly case) = 10.833 days per period avg, * 8 hours per day = 86.67 hours per period. Use this to prorate accruals based on true hours worked that period, if on semi-monthly accruals. For time off purposes, we assume employees worked complete days, at the hourly rate specified at the Time Off Type level.

Details

Depending on how the Time Off Policy is configured, prorations may take on a different meaning.

The following table details these cases:

Daily Accruals

Prorations are not done for daily accruals, since an accrual is given every single day.

Weekly Accruals

Prorate based on CPA working days number: 260

Biweekly Accruals

Prorate based on CPA working days number: 260

Semi-monthly Accruals

Prorate based on CPA working days number: 260

Monthly Accruals

Prorate based on CPA working days number: 260

Quarterly Accruals

Prorate based on # days in that quarter, count all days (weekends or otherwise).

Yearly Accruals

Prorate based on # days in that year, count all days (weekends or otherwise).

The reason for the difference in proration method based on accrual frequency is that generally in our user research, companies with weekly or monthly based accruals tend to want to line up their Time Off with Payroll, whereas companies with Yearly or Quarterly accruals think of prorations as being purely based on true total days in the given period, as opposed to cherry picking the working days.