Manage
Time off, without the sticky notes
Set your vacation and sick policies once. HRGP keeps the balances, employees request time off from My Employee Portal, and the right person approves it.
Time off lives with the rest of your employee records, so it's already there when you get hours ready for payroll.
The time off calendar and your policies and balances (sample data).
How time off works
Set up your policies
Add a policy for vacation, sick or other time. Choose how it's earned: per hour worked, per pay period or once a year. Add a maximum balance, a carryover cap or a waiting period if you use them.
Put people on a policy
Add employees to a policy and enter their starting balance. You can add or remove hours later.
Employees send a request
In My Employee Portal, an employee picks the type, the first and last day and the hours, and can add a note.
Approve or deny
See requests as a list or on a month calendar. The employee is told when a request is approved or denied.
Balances stay current
Earned time posts when a pay period is approved in Payroll, so balances follow your pay periods.
Policies that match how you already work
Each policy has a name, a type and a way of earning. A few examples of what you can set up:
- Vacation: 1 hour for every 30 hours worked, with a maximum of 100 hours and up to 40 hours carried over.
- Sick: 40 hours once a year.
- Personal days: 16 hours once a year, with a 90-day wait after hire.
Starting from what you have today
You don't lose the balances you've tracked so far. Add a person to a policy, then choose Change next to their balance and enter a starting balance. The same place handles an adjustment, with hours to add or remove and a reason.
What an employee does
In My Employee Portal, the employee picks the policy, the first day and the last day, and the hours, then adds a note if they want. Their request shows as Pending until someone decides. Pending hours are shown next to the balance, so they can see what's left. A pending request has a Cancel request button.
What a manager sees
Requests to approve shows how many are pending, as a list or on a month calendar, with each person's name on the days they asked for. That makes it easy to spot two people out on the same day before you say yes. Approved days and pending days are shown in different colors.
Why it helps
- Everyone can see their own balance and upcoming time off without asking you.
- You can see who is out before you approve someone else.
- Time off is part of the file HRGP prepares for your payroll company.
- Your policies stay yours. HRGP tracks what you set, so check your state's leave rules when you write them.
Time off questions
Can I have different policies for different people?
Yes. Add as many policies as you need and choose who is on each one.
Can an employee cancel a request?
Yes. An employee can cancel a request from My Employee Portal.
Does approved time off reach my payroll company?
Yes. Time off is part of the file HRGP prepares each pay period. Your payroll company still runs payroll.
Does HRGP tell me what leave the law requires?
No. HRGP tracks the policies you set. Leave rules differ by state and city, so check the ones that apply to you.
Can I enter balances people already have?
Yes. Enter a starting balance when you add someone to a policy, and adjust it later with a reason.
Can I see who's out on a calendar?
Yes. Requests show on a month calendar as well as a list.
Related
Put time off in one place
Part of HRGP, the HRIS for small business. $99 a month. No per-seat fees. 14-day free trial.