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Time Off

Using Time Off for Employees

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!

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.