Setting Up Leave Tracking Mid-Year

Setting Up Leave Tracking Mid-Year

New Virtual TimeClock customers often have questions about how to enter their first year’s leave benefits into the program. Since the TimeClock is usually being introduced mid-year, special consideration must be taken when entering existing leave information. To start implementing the leave tracking feature make sure your leave categories and leave awards are set up.

The following example will demonstrate options available for setting up your first leave benefit year.

Example: An administrator is setting up leave awards for July 1st. One of the employees is awarded 40 hours of Vacation annually every January 1st. This employee carried over 10 vacation hours from the previous benefit year, and has already taken 15 vacation hours this benefit year. 

Option #1: Adjust Leave Calculation for the Remaining Year
In this option, the administrator would set the anniversary to July 1st, and award the user with their remaining vacation balance of 35 hours. On January 1st of the next benefit year, the administrator would review the user’s leave calculation and reset the anniversary date.  

This option has the benefit of taking less time to setup, but does not provide the ability for users to review leave taken before the time clock system was introduced. 

Option #2: Enter Previously Accrued and Used Leave Information
For this option, the administrator would set the award anniversary to January 1st. The user would be awarded 40 hours for the year, and 10 carryover hours. This would award the user with their full leave benefit for the year. The administrator would then enter leave hours already taken for the year.

This option takes longer to setup, but has the advantage of showing all accrued, used, and carryover hours. The employee will also be able to review detailed leave entries for their first benefit year. 

Option #3: Use the Current Leave Tracking System Until the Next Benefit Year 
For this option, the administrator would continue using the current leave tracking method and migrate employees on their next anniversary date.

This option has the advantage of avoiding immediate setup, but requires the administrator to remember that employees must be migrated on their next anniversary date. This can be a very inconvenient option if users have multiple leave categories with differing anniversary dates and is not recommended for that situation.  

When the benefit year comes to an end and your users have unused hours, you can carry them over to the new benefit year.  Learn how to carryover unused leave >