After adding an employee schedule or work schedule, you can also create a new time off policy to apply. Time off policies in Talenta can be configured and customized based on each company’s needs.
Important
There are 2 (two) views for configuring time off policies that you can set up in Talenta Labs. This guidebook explains the new view for Create Policy for Time Off. If you want to read the guide for the old view, click here.
The steps are as follows:
Go to the Settings page.
-
Click the Time menu, then select Time Off.
You can also access it through the Time > Time off > Create policy menu.
-
To create a new time off policy for your company, click “Create policy.”
You can use the old view from this time off settings menu by clicking “here” on the blue banner.
-
You will then be directed to the Create policy page as follows. There are 4 pages that you must complete: Policy information, Balance information, Policy rules, and Assign employee. You can enter the required information in the available fields.
No. Field/Button Name Description 1 Policy name Enter the name of the time off policy in this field. 2 Policy code Enter the time off code based on the name of the time off policy created in this field. 3 Effective date Set the effective date on which this time off policy begins. 4 Description Briefly describe the time off policy in this field. When you have finished completing the Policy information page, click “Continue” to go to the next page.
-
On the second page (Balance information), you can define the time off balance policy as follows.
No. Field/Button Name Description 1 Balance allocation type Select one balance allocation type:
Fixed balance: Select this to create a general time off policy in which employees receive a time off balance for a specific period.
- Roster leave: This policy allows employees to take time off after working for a certain number of days. You can learn how to configure roster leave here.
2 Balance limit Select one balance allocation limit policy:
- This policy sets a limit on balance allocation: Select this if your company applies a time off balance limit based on a specific limit. By selecting this rule, you must configure the preferences for the subsequent rules.
This policy has unlimited balance allocation: Select this if your company applies an unlimited time off balance policy. By selecting this rule, you do not need to configure the preferences for the subsequent rules. You can go directly to the next page by clicking “Continue.”
3 Balance allocation frequency Select the following balance allocation renewal period:
-
Annually
The time off balance is renewed every year. You can select the date and month for balance renewal in the following fields.
Then, you can select the initial balance allocation based on On renewal date (on the renewal date), Upon working a certain month (based on a specific number of months worked), Upon changing employment status (when the employment status changes, or On the date the contract is signed (on the date the employee signs the contract).-If you select On renewal date, the Proration settings option appears. You can select No Protation if proration is not applied to the employee’s time off balance, or With Proration if proration is applied.
- If you select Upon working a certain month, you must enter the number of months in the Waiting period field. Check Enable rounding employee’s joining date to 1 month if you want to set the date limit for an employee to be counted as having worked for one month, then specify it in the Employee who joined on or before this date will be rounded to. field. Example: If an employee who joins before day 14 is rounded to one month, employees who join from the 1st through the 14th will have their time off counted starting in that month. Employees who join from the 15th onward will not receive a time off balance for that month.
Check Enable proration of balance allocation if proration is applied to the employee’s time off balance from the join date or waiting period through the renewal date. Then, you can check Always proration through the first year if proration is applied throughout the first year, or The proration will be calculated from the employee’s reference date if proration is applied from the date you selected.
- You can determine the rounding used for the displayed time off balance in the Balance Rounding section if the prorated time off calculation results in a decimal fraction.
No rounding: Uses the existing decimal value without rounding.
Round up: Rounds the number up.
Round down: Rounds the number down.
Custom value: Rounds according to the specified number.
- If you select Upon changing employment status, you must check one or more employment statuses in the Changing employment status to field. In addition, you can check Enable rounding employee’s joining date to 1 month if you apply rounding to the employee’s join date, then select the date on which the rounding is applied on or before the date selected in the Select date field.
Check Enable proration of balance allocation if proration is applied to the employee’s time off balance from the join date or waiting period through the renewal date. Then, you can check Always proration through the first year if proration is applied throughout the first year, or The proration will be calculated from the employee’s reference date if proration is applied from the date you selected.
- If you select On the date the contract is signed, the remaining balance for each year is allocated on the date the contract is signed. Check Enable proration of balance allocation if proration is applied to the employee’s time off balance from the join date or waiting period through the renewal date. Then, you can check Always proration through the first year if proration is applied throughout the first year, or The proration will be calculated from the employee’s reference date if proration is applied from the date you selected.
- If you select Annually, the Enable block leave option appears. Block leave is a time off policy commonly used by financial services companies. This policy usually requires employees to take at least 5 consecutive workdays without interruption. However, the rules may vary according to company policy. You can customize the minimum consecutive time off that can be taken under Time off taken. -
Monthly
The time off balance is renewed every month. You can select the date on which the balance is renewed each month in the Selected date field. Alternatively, click Anniversary date to determine the monthly date based on each employee’s joining date.
Then, you can select the initial balance allocation based on On renewal date (on the renewal date), Upon working a certain month (based on a specific number of months worked), Upon changing employment status (when the employment status changes, or On the date the contract is signed (on the date the employee signs the contract). -
Anniversary: The time off balance is renewed on each employee’s work anniversary.
If you select Anniversary, the Enable block leave option appears. Block leave is a time off policy commonly used by financial services companies. This policy usually requires employees to take at least 5 consecutive workdays without interruption. However, the rules may vary according to company policy. You can customize the minimum consecutive time off that can be taken under Time off taken.
-
Then, you can determine the amount of time off balance employees receive.
- Base balance: Select and enter a custom time off balance amount here. Based on the example above, the time off balance will reset to 12 at the end of the selected period.
- Balance is automatically given when joining the company: Check this if the balance amount is automatically filled in when an employee joins the company. In addition to Base balance, you can select another option, which is Based on reference date. You can select this option if the balance is based on the employee’s employment data.No. Field/Button Name Explanation 1 Reference date Select the employee’s employment data on which the time off balance allocation is based. 2 Length of service duration Set the allocation duration. Based on the example, this means that employees receive ... days of time off from month ... through month ... 3 Balance is automatically given when joining the company Check this if the balance amount is automatically filled in when an employee has just joined or has been added as a new employee. 4 Set balance allocation based on criteria Check this if the balance allocation is based on specific criteria that you can configure by clicking “Set criteria.” Then, you can click “Add rules” and select the criteria category.
In the following example, you select the “Employment status” criterion. You can then check one or more statuses from the available options. Click “Add rules” if you want to add another criteria category. Then, determine the Reference date, or the date on which the balance allocation is based, such as “Join date.” You can then determine how long the employee must work before receiving the time off balance allocation in the Length of service duration section. Based on the example, this means that employees receive [12] days of time off from month [0] through month [12]. When you have finished configuring it, click “Save.” The Criteria section displays the criteria you created. Click the “three-dot” icon to Edit criteria or Delete criteria. Click “Set criteria” if you want to create rules based on other criteria.
In the Proration settings section, you can select No proration if proration is not applied, or select With proration if proration is applied to the employee’s time off balance from the join date or waiting period through the renewal date.
Then, you can determine the time off expiration policy.
-
From the dropdown, you can select the following time off expiration policies.
- No expiration date: Select this if the time off balance does not have an expiration date.
- In month: Select this if the time off expires after a certain number of months. You can enter the number of months until the time off expires in the following field.
- On selected date: Select this if the time off expires on a specific date and month. In addition to selecting the expiration date and month, you can determine the grace period for applying the expiration date to a time off policy based on the number of months specified before the expiration date. -
Click “Continue” to proceed to the next time off policy settings page.
You can click “Simulate your setup” to simulate your time off policy settings. Learn about the guide here.
-
Next, you can determine the time off request rules on the Policy rules page according to your needs by switching the toggle from Disabled to Enabled or vice versa.
No. Field/Button Name Description 1 Show in request form Allows employees to select this policy on the request form. 2 Full-day request Allows employees to request a full day of time off. 3 Half-day request Allows employees to request a half day of time off. 4 New schedule for half-day request Employees must submit start and end time requests for half-day time off. 5 Hourly time off request Allows employees to request time off by the hour. You must specify the number of hours that count as a full day of time off in the following field.
The example above means that if an employee requests 3 or more hours of time off, it is counted as a full day of time off.
- In certain companies, there is an additional time off field that is broken down into minutes.
- The Admin role can only switch the Enabled toggle to Disabled and vice versa, but cannot change the Hours rules.6 Maximum days per request Applies a limit to the number of time off days requested per request. You must enter the maximum number of time off days that can be requested per request in the following field.
The example above means that employees can request a maximum of 3 days of time off per request.
7 Attachment Requires employees to attach a file related to their time off request. 8 Balance reduction on day off Applies the amount of time off deducted from an employee’s balance when they request time off on a scheduled day off. 9 Negative balance Allows employees to request more time off than their allocated balance. You must enter the maximum negative balance in the following field.
The example above means that the employee receives 1 extra day of time off that can be requested for each selected period.
If your company operates in Singapore, you can enable or disable the (Enable/disable) Service Period feature. This option determines the minimum continuous length of service required for employees to be eligible to request a special time off policy (Special Leave Policy). This length of service is automatically calculated based on the employee’s joining date (join date) at the company, which you can specify in the “Minimum service period” field. When this feature is applied, if the minimum service duration set by the HR Admin has not been met, the employee’s time off request will be automatically rejected by the system.
In addition, you can change this setting in bulk through Bulk policy settings. -
You can enable the policy for carrying the remaining time off balance over to the next period by switching the toggle from Disabled to Enabled. You can customize this policy.
- Maximum time off to carry over: Enter the maximum number of time off days that can be carried over to the next period.
- Expiration of carry over balances: Enter the number of months until the carried-over time off expires in the next period. In this section, you can enable the compensation policy. To enable the policy allowing time off to be paid out as compensation when an employee resigns, switch the toggle from Disabled to Enabled.
Click “Continue” to proceed to the next time off policy settings page.
In this final step, you can determine which employees receive this policy. Click “Assign & update employee.”
-
In the sidebar that appears, click the employee names in the list on the left. The selected names will move to the right section. When the selected names are correct, click “Save.”
You can click “Filter” to filter the names in the left list by a specific category. You can filter employees by Branch, Organization, Job level, Job position, and Employment status. Then, click “Apply filter” to apply the filter.
The names you selected will then appear in the following list.
To automatically apply this policy to new employees, check Make this the default time off policy for new employees. Then, you must determine what type of employee receives this time off policy. For example, in the following image, you select only new employees from the Branch (branch) Head Office to receive this policy. You can add other new employee criteria by clicking “Add criteria.”
Next, when you have completed all the required information, click “Create policy.”
The policy or time off policy will then be listed on this page.
Next, you can assign the time off policy you configured to employees in the Time Management menu by a user with the Superadmin or Admin role. You can configure time off manually or in bulk.