What Leave Tracking Definitions Might I Come Across in TribeHR?

Your Time Off Report

This report is used to summarize how much time off each employee has for a specific period of time

  • To get started, permissions to View the Time Off Report must be provided

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  • Navigate to Reports tab then click on Time Off Report
  • Filter the report by start and end date and time off type
  • Select whether you would like to view the report in days or hours
  • Click update to see the current records.

 Definitions 

Annual (‘Annually Allowed’, in employee file ) – Specify this amount by configuring your Administration >Employee > Types of Time Off settings.  The amount of days specified in these settings will apply to all subsequently added employee files.  Set and update individual annual allocation by clicking into this number (Reports Time Off Report > Employee) and updating.

Carried – Specify a how many days can be carried from one year, to the next by configuring your Administration > Employee > Types of Time Off settings.  This specified number of maximum carry over days in these settings will apply to all subsequently added employee files.  

Earned – The number of earned time off days, to date. This is calculated using the number of vacation days allocated to an employee in combination with their start date in TribeHR. This number will change depending on your accrual settings (monthly or annual), which you configure in your Administration > Employee > Types of Time Off settings settings.   

Accrual settings – Accrual method refers to how an organization accrues or ‘adds up’ time off, per time off type, for employees.  For example, an organization can have the amount of Vacation time an employee earns accrue (add to their balance) every month or every year.  Specify when these balances reset (ex. employee anniversary date, or 1st of a month) in your Administration > Employee > Types of Time Off settings.

Used – The number of approved days an employee has requested in TribeHR, for this year and Time Off type.

Balance – This number is the number of vacation days that are remaining to an employee, at the current time.  Balance is calculated with Earned and Used (see above).

To Be Earned – This number is the number of days an employee has yet to earn for the rest of the year.  This number is calculated using the number of days allocated to an employee in combination with their start date in TribeHR.   

Available ('Currently Available' in Employee File) – This number is how many days are available to the employee in total.  This includes days to be earned and historical data.  That means when an organization is getting started, the amount available per employee will need to be updated to accurately reflect current records.  TribeHR will not backfill data based on the employee start date (including monthly accruals) and so you will need to update the amount Available to reflect each employee's current available amount.  Update these records for each employee by clicking into the blue number in the Available column.   

 

Employee Time Off Drop Down

Definitions

Annually Allowed (‘Annual’, in Time Off Report) – Specify this amount by configuring your Administration > Time Off settings.  The amount of days specified in these settings will apply to all subsequently added employee files.  Set and update individual annual allocation by clicking into this number, per employee, and updating.

Currently Available (‘Available’, in Time Off Report) – This number is how many days are available to the employee in total.  This includes days to be earned and historical data.  That means when an organization is getting started, the amount available per employee will need to be updated to accurately reflect current records. TribeHR will not backfill data based on the employee start date (including monthly accruals) and so you will need to update the amount Available to reflect each employee's current available amount.   Update these records by clicking into the blue number following, Currently Available:.    

Approved Request – An approved request will result in a debit to an employee’s time off balance.  Balance is calculated with time off Earned and time off Used – the balance does not take into account time off to be earned.

Automatic Monthly Accrual – When accrual settings are monthly, this transaction is a calculation between number of days allocated per year and Employee start date, in TribeHR. This transaction record displays a credit to an employee’s time off balance. 

Adjustment Transaction – When an administrator makes changes to an individual’s time off history or allocations, an adjustment transaction is recorded on their file (credit or debit).

Still have questions about leave tracking in TribeHR? Submit a help request and the TribeHR support team will be happy to help!

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