Managing Employee Time off Balances

Time Off Balances

Employee time off is tracked using various categories of time off types that employees are allowed to take (vacation, floaters, PTO).  See more about setting up Time Off Types here - Managing Time Off Types. 

The employee Time Off Balances summary displays information for each time off type you are tracking in Flow.  Balances are tracked in dollars and/or hours. 

Accessing Employee Time Off

You can access employee time off balances from the Schedule/Timecard or in Settings

To access employee Time Off Balances from the schedule

Select the assigned employee column, the employee details are displayed in the right pane

OR

Select an employee's shift,  click the employee name in the right pane to hyperlink to the employee details

• Select the Bank Icon on the right pane

To access employee Time Off Balances from the timecard

Select an employee's timecard, click the employee name to hyperlink to the employee details pane

• Select the Bank Icon on the right pane

To access employee Time Off Balances in Settings

1. Click your profile icon/photo

2. In the drop-down menu, select “Settings”. FLOW loads the Settings Page

3. In the People setting, select an employee and click on the pencil (edit) button to access employee details

4. Select the Bank Icon on the right pane

View and Manage Employee time-off type balances details

All time-off fields can be found and modified from the right pane. Click any time off type on the Time Off Balances Table to reveal its details, below, in the Transaction Details table.

In the Time Off Balances Table you can:

1. Specify the As Of date you want to check balances for

2. Select the Time Off Type to display Transaction Details in the lower Transaction Details table

Time Off Balance Table Fields:

• Time Off Type

• Earned (Hours/Dollars)

• Hours Used (Hours/Dollars)

• Hours Planned (Hours/Dollars)

• Available (Hours/Dollars)

• Requested/On Hold (Hours/Dollars)

In the Time Off Transaction Details Tables you can:

• Add an Accrual

• Edit an existing Accrual

• View Transaction Details associated with the time-off type selected in the Time Off Balances Table

• View the Request History associated with the time-off type selected in the Time Off Balances Table

To Add an Accrual

1. Select the Add Accrual… button

2. Specify or Change the Employee if needed

3. Select the Time Off Type

4. Select the Start Date of the Accrual

5. Select the End Date of the Accrual

6. Specify the Number of units (hours) being accrued

7. Specify the Amount (dollars) being accrued

8. Select the Save button.

9. 

To Edit an existing Accrual

1. In the Transaction Details Table, click on the Effective Range Hyperlink
   The Editing Accrual dialog appears
   
2. Change any of the following, if applicable:
   1. Start Date
   2. End Date
   3. Units
   4. Amount 
3. Select the Save button.

Transaction Details Table Fields:

• Effective Range - the period the transaction occurred or was posted for.

• Units - the Units (hours) involved in the transaction

• Amount - the Amount (dollars) involved in the transaction

• Type - The type of transaction (e.g. accrual or withdrawal)

Request History Tables:

There are two Request History Tables which may be displayed:

1. Upcoming Time Off

2. Past Time Off

Request History Table Fields

• Effective Range - the period the transaction occurred or was posted for.

• Units - the Units (hours) involved in the transaction

• Amount - the Amount (dollars) involved in the transaction

• Reason- The reason associated with the request

• Status - the status of the Time Off Requests for the Time Off Type
  (e.g., Requested, Approved, Cancelled, On Hold, Published. etc.)