What are the differences between the 'Available Time Off' display options?

Companies track PTO/Vacation/Holiday usage and availability in a multitude of ways.  

Your preferred tracking method directly influences the number of days an employee sees as available to them (“Currently Available” in TribeHR) to book PTO/Vacation/Holiday. Use the following information to customize these tracking methods in TribeHR to match your company’s needs.  

Background information

An employee’s Currently Available amount is calculated with the following variables:

  • Earned-to-date - The amount of time an employee has accrued from the beginning of the accrual period, to the current date.  
  • Carried Over - The amount of time an employee has remaining from the previous period that can be used in the subsequent period. 
  • Used - The amount of approved leave that has come to pass in the current period.
  • Future Accruals - The amount of time an employee will accrue between now and the end of the period.
  • Future PTO/Vacation/Holiday - The amount of approved leave that has not yet come to pass.


Choose whether your tracking method includes future transactions (future accruals and future PTO/Vacation/Holiday) in an employee’s Currently Available amount.  

Tip: To identify your preferred method, try asking yourself whether you want employees to see their Currently Available amount debited when their time off requests are approved or when that vacation comes to pass.

You can also ask yourself whether you want employees to see their Currently Available amount to include all future earnings (future accruals) or if they should see their earnings only after they’ve earned it (when accrual is applied).

Tracking Methods and Configuration Options:

Option 1: When Displaying Available Time to Your Employees Include Future Scheduled Accruals and Future Approved Time Off

On January 1, employees start accruing leave for the year. Their running accrual total includes accruals earned to date and future scheduled accruals. When leave requests are approved the employee's time is debited from their totals.

In this case, both check boxes are checked so leave calculations contain year-to-date accruals and approved leave requests along with future accruals and approved time off requests.

When looking at the grey leave totals box on an employee file (employee file>Time Off) you will see:

Currently Available = Carry Over (if applicable) + Earned to date + To-Be-Earned+Total Used (both past and future leave requests)

When pulling a Time Off Report for the entire fiscal year (for example January 1 to December 31). The amount in the Used column will contain the total number of days used in that period including future approved leave requests; the Balance column includes future approved leave requests and the Available balance includes any time yet to be earned during the period along with future approved leave requests.

 

Option 2: When Displaying Available Time to Your Employees Don't Include Future Scheduled Accruals and Future Approved Time Off

On January 1, employees start accruing leave for that year. As the year progresses employees time earned is added to their total. When leave is approved, it is not debited from their totals until the start date of the approved request.

In this case both check boxes are unchecked so leave calculations just contain year-to-date accruals and leave requests.

When looking at the grey leave totals box on an employee file (employee file > Time Off) you will see: 

Currently Available = Carry Over (if applicable) + Earned to date + Total Used to date.

When pulling a Time Off Report for the entire fiscal year (for example January 1 to December 31). The amount in the Used column will contain the total number of days used to date; the Balance column includes approved leave requests and accruals to date; and the Available balance includes leave accrued and taken to date.

Option 3: When Displaying Available Time to Your Employees Include Future Scheduled Accruals

On January 1, employees start accruing leave for that year. Their running accrual total includes accruals that they have earned to date along with accruals they will earn in the future. When a leave request is approved it is not debited from their total until the start date of of the approved request.

In this case the first checkbox is checked and the bottom box is unchecked so the total contains past and future accruals but does not include future approved leave request.

When looking at the grey leave totals box on an employee file (employee file>Time Off) you will see:

Currently Available = Carry Over (if applicable) + Earned to date + To-Be-Earned+Total Used to date

When pulling a Time Off Report for the entire fiscal year (for example January 1 to December 31). The amount in the Used column will contain the total number of days used to date; the Balance column includes future approved leave requests and the Available balance includes future accrued leaves.

Option 4: When Displaying Available Time to Your Employees Include Future Approved Time Off

On January 1, employees start accruing leave for that year. As the year progresses employees time earned is added to their total. When leave requests are approved the employee's time is debited from their totals.

In this case the second checkbox is checked and the top box is unchecked, so the total contains year-to-date accruals and future approved time off.

When looking at the grey leave totals box on an employee file (employee file>Time Off) you will see:

Currently Available = Carry Over (if applicable) + Earned to date + Total Used (both past and future leave requests)

When pulling a Time Off Report for the entire fiscal year (for example January 1 to December 31). The amount in the Used column will contain the total number of days used in that period including future approved leave requests; the Balance column includes future approved leave requests and the Available balance includes future approved leave requests.

Still have questions about the Time Off display options in TribeHR? Submit a help request and the TribeHR support team will be happy to help!

 

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