Tips & Tricks

Virtual TimeClock Tips & Tricks - February 2013

Virtual TimeClock makes it easy to track all employee time off, whether it's paid or unpaid. You can set up leave tracking according to your own employee leave or time off policies, including those areas where you may have specific legal obligations, such as jury duty, military leave, the Family & Medical Leave Act (FMLA), and mandatory furlough.

In this month’s ‘Tips & Tricks’ newsletter we’ll look at the helpful new features we’ve added to leave tracking in Virtual TimeClock ‘13. I’ll also show you how to set up leave tracking, including how to add new leave categories, assign employee leave awards, record time off, and check remaining leave balances.

Adding Leave Categories
Virtual TimeClock has several common leave categories already built-in. These are holiday, personal, sick leave, and vacation. You can add as many different leave categories as you want. Turn on administration, click Configure and then Leave Awards. Click the Leave Categories toolbar icon. Give the new leave category a name and set the calculation as paid, paid with a limit, or unpaid.

Here’s a quick Tip:
Some leave categories you may want to add include funeral leave, jury duty, military leave, maternity leave, FMLA, furlough, unpaid sick leave, and unpaid personal time off.

Assigning Leave Awards
Now that you've created leave categories to match your business rules, it’s time to assign the leave awards. Let’s review the leave award frequencies that are available in Virtual TimeClock ‘13. A daily award calculates benefits each day based on the number of leave hours the employee earns per year. The monthly frequency calculates on a monthly basis and is available at the end of each calendar month. Yearly allotment is a lump sum that gets deposited into the user's leave account at the beginning of their anniversary date. This means the full balance is immediately available for use. When based on hours worked, employees have to actually work hours before any leave hours accrue and are available to be used. These different options allow you to customize leave awards based on your benefit rules.

Here’s a quick Tip:
You can give each employee a different anniversary date for each leave category. Anniversaries may start on January 1, be the same as the employee hire date, or start at the end of a probationary period.

Recording Time Off
The next step when tracking leave is to record when the time off was taken. You may even want to enter leave requests in advance. For example, you can enter paid holidays for the entire year each January for all of your employees at the same time. Turn on administration and click Add Leave from the administration toolbar. Select the users you want to add the leave entry for and then just pick the leave type and dates.

Here’s a quick Tip:
For ideas on using the built-in messaging system to manage employee time off requests, check out our support blog.

Checking Leave Balances
Once accrual frequencies and award anniversaries have been assigned to employees, run the Accrued and Used Leave report to find out how much leave time employees have accrued, how much time they've used, and how much time off they have remaining for each leave category. Run the report through the end of your benefit year to help you know how many hours are available for carryover into the next year. This report has been completely redesigned for Virtual TimeClock ‘13 to make it easier to track leave balances and accrual details.

Here’s a quick Tip:
You can also run the Accrued and Used Leave report from the Leave Awards configuration window by clicking the Accrual Report toolbar icon.

Until next month,

Jeff Morrow