Time Off Plans for ExakTime Connect

This feature will be available soon to existing customers and will require an additional purchase to be enabled for your ExakTime account. For more information, please contact your sales rep/account manager.

The Time Off Plans page is where you can create new Time Off Plans, configure any existing plans, and assign employees to a Time Off Plan.

If you have not completed the initial setup for Time Off, please refer to the initial setup article.

Go to Time Off and click Time Off Plans from the menu bar.

Understanding the Time Off Plans Page

The Time Off Plans page will present you with the following columns:

• - Clicking the Edit icon will allow you to configure an existing Time Off Plan.
• Active - If the time off plan is active or not.
• Name - Name of your Time Off Plan.
• Plan Time - The type of Time Off Plan.
• Accrual Method - How time off hours are accrued. 
• Description - Description of the Time Off Plan.
• Last Modified - The last time that the Time Off Plan was modified and by who.

Clicking the ☰ icon in column headers will allow you to filter the table.

Configuring a Time Off Plan

Click Add New Plan to create a new Time Off Plan or click the  to configure an existing Time Off Plan.

Plan Details Tab

The Plan Details tab is where you will set up the name, description, and accrual rules of your Time Off Plan.

• Active - Toggle if the Time Off Plan should be active or not. If there are any employees assigned to the Time Off Plan, the Time Off Plan cannot be made inactive.
• Time Off Plan Name - Name for your Time Off Plan. Each plan name must be unique.
• Description - Description of Time Off Plan. This field is only shown on the Time Off Plans page for reference.
• Plan Type - Select from a list of pre-defined plan types:
  • Personal Time Off
  • Sick Time
  • Holiday
  • Jury Duty
  • Bereavement Leave
  • Unpaid Time
  • Parental Leave
  • Military Leave
  • Voting Time
  • Other Time Off
• Accrual Method - Upon Beta and initial release, three options will be available:
  • Unlimited - No accrued balance. Best fit for unlimited Time Off Plans and plan types where employees do not accrue balances.

    

  • Per Pay Period - Employees will accrue a set amount of time from as little as .001 and up to 750 hours upon each pay period close. Additional menu options will appear when "Per Pay Period" is selected.

    

    • Employees can have negative balances
      • If enabled, employees can request time off that, when completed, will result in their available time off balance being negative.
      • If not enabled, employees will be unable to submit requests that will result in their time off balance being negative.
    • From Years - Tier 1 always begins with 0. Additional Tiers require 1+ year value. Employee Tier assignment is system defined based on the employee hire date.
    • Earnable Time Off - How much time off can be earned for the tier.
      • The value entered can only be from .001 – 750.
      • If entering a decimal value, only up to three decimal places are allowed.
      • Employees will accrue value per pay period upon pay period close.
    • Maximum Balance - Maximum balance employees will accrue through system accruals.
  • By Hours Worked - Employees will accrue time off based on the amount entered for "earnable time off" multiplied by the employee hours worked within the pay period. Additional menu options will appear when "By Hours Worked" is selected.

    

    • Employees can have negative balances
      • If enabled, employees can request time off that, when completed, will result in their available time off balance being negative.
      • If not enabled, employees will be unable to submit requests that will result in their time off balance being negative.
    • Include Additional Hour Types - By default, the employees worked hours will include only Regular time. This setting allows the time off plan to include only OT1 or both OT1 and OT2 hours type when calculating accrual based on hours worked per pay period. 
    • From Years - Tier 1 always begins with 0. Additional Tiers require 1+ year value. Employee Tier assignment is system defined based on the employee hire date.
    • Earnable Time Off - How much time off can be earned for the tier.
      • The value entered can only be from .001 – 750.
      • If entering a decimal value, only up to three decimal places are allowed.
      • Employees will accrue value per pay period upon pay period close.
    • Maximum Balance - Maximum balance employees will accrue through system accruals.
• Employees can request partial days
  • If enabled, your employees will be able to select the number of hours in a calendar day for their time off request and for the time off records that will be generated. For example, if this setting is enabled, an employee can request 4 hours of time off on a calendar day to take a half-day.
  • If not enabled, employee time off requests will default to 8 hours per day. Employees will not have the ability to adjust the number of hours for each day where time off is requested.

Click Save when finished or click Save + New to save the current Time Off Plan and create a new blank Time Off Plan. 

Add Employees Tab

The Add Employees tab allows you to add employees to newly created or existing Time Off Plans.

The Add Employees tab will have the following columns:

• Checkboxes - Use the checkboxes to select the employee(s) to add to the Time Off Plan. Use the checkbox at the top of the column to select all the employees listed. The number of employees selected will be shown in the bottom right.
• ID - ID of the employee.
• Name - Name of the employee.
• Category - Category of the employee.
• Hire Date - The hire date is required for an employee to be assigned to Time Off Plans, including scenarios where the accrual method is "Unlimited". Click the to edit the hire date.

Assign Plan Start Date As - Available options are Today, Hire Date, or Custom.

• This date determines when an employee will start to Accrue a balance. If this date falls within a pay period, employees will accrue the full amount for the pay period. 
• The date can be future-dated.  Employee(s) future-dated will not start accruing hours until the plan start date falls within a pay period that has been closed. Plan start date does not prevent employees from creating requests when assigned to plans.

Click the ☰ icon in the column headers to filter the table.

Click Complete Assignment in the bottom right to complete your employee assignments.

Manage Employees Tab

The Manage Employees tab allows you to view employees that are currently assigned the Time Off Plan.

The Manage Employees tab will have the following columns:

• - Click the Trash Can icon to remove an employee from the Time Off Plan. 
• ID - ID of the employee.
• Name - Name of the employee.
• Balance -  Click the to edit the time off balance for an employee.
  • Administrators can enter an initial starting balance and edit existing balances.
  • An optional comment can be entered. This comment will be visible in the upcoming time off activity log at a future time.
• Pending Hours - Hours the employee has in pending request states.
• Hire Date - Employee's Hire Date
• Plan Start Date - The date the employee started accruing user-defined value assigned to the plan.
• Plan End Date - Click the to set the end date for when the employee will no longer accrue toward their balance. If employees have an outstanding balance and are based on plan-specific options, they will still be able to create time off requests with the remaining balance after the plan end date has passed.

Click the ☰ icon in the column headers to filter the table.

Click Export to Excel to export a XLSX file based on the grid and any filters applied.