Viewing and managing employee time off balances

Time Off Types

Time off types represent the categories of time off employees are allowed to take. For example, you can set up a time off type for sick time, vacation time, personal leave, or jury duty. Accruals can be added to Time-off types for each employee. Available balances are tracked in dollars and/or hours.

When booking time off for an employee, you select the date and time off reason (i.e. pay code) for the absence. If the reason indicates a withdrawal from a time-off type, FLOW checks the employee’s time off balances to ensure sufficient time is available.

Access employee time off type balance details

The employee time off type summary displays information for each time-off type an employee is eligible for. Available balances are displayed in dollars and/or hours, as well as future approved hours.

To access employee Time Off Balances in Plan

1. From the Plan module, select an assigned employee

2. Select the Bank Icon on the right pane

To access employee Time Off Balances in Settings

1. Click your profile photo

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

3. In the People setting, select an assigned 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:

1. Add an Accrual

2. Edit an existing Accrual

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

4. 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.

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.)