Adding or editing a time off policy

Only Autotask system time off categories that are enabled or disabled by a system setting can be included in a time off policy. Before you get started, you must enable the time off categories that will be a part of your policies, and disable the ones that will not.

1. Navigate to > Admin > Features & Settings > Application-wide (Shared) Features > System Settings.
2. Expand the Timesheets section.
3. Check all time off categories you want to enable. For information on these settings, refer to: Enable Floating Holiday time, Enable Personal Time, Enable Sick Time, Enable Vacation Time
4. If you will be using accrual type policies, also review the Day of the week that begins a weekly or bi-weekly accrual period system setting.

Disabling a category will make it unavailable for time off policies.

IMPORTANT  If you disable a time off category that is used in a time off policy, resources will continue to receive or accrue hours in that category, but you will no longer be able to add or edit the time off category in new or existing policies. We recommend that you replace the policy and associate your resources to the new policy.

This second step is optional, but if your time off categories have different names, you should rename them to avoid confusion.

1. Navigate to > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes.
2. Select the Internal Time tab.
3. Click the System column header to sort by and locate the System internal time codes.
4. To rename an internal time code, select Edit from the context menu.
5. Edit the Name, and make sure the Display Code for: Time Off Requests check box is selected, so your resources can actually request time off for this category.

EXAMPLE  If you provide comp time, but no floating holidays, simply rename the category.

6. Click Save.

Field	Description
General
Name (required)	Enter the name that will be displayed on the Policy list and the drop-down menu on the HR tab.
Description	Enter a description of the policy, including whom it should be assigned to.
Active	Select this check box to activate the policy. If there are no active policies, new resources will be associated with the default None policy. NOTE  If you inactivate a policy, resources will remain associated with the inactive policy until they are associated with an active one.
Default (for new resources)	Select this check box to make this policy the default. New resources will automatically be associated with this policy. If no policy has been set as the default, new resources will automatically be associated with the None policy.
Effective For
Associate Resources	IMPORTANT  Once resources are associated, you cannot update tiers and time off categories within a time off policy, and you cannot delete it. Make sure the settings on all tabs are correct before you associate resources. On this pop-up window, you associate resources with this policy. The effective date can be edited. To enter different effective dates, save the resources in the pop-up window for each date. The selected resources will be added to a table. The context menu allows you to edit the effective date for each resource, and to disassociate the resource from the policy. Resources can also be associated with a time off policy from the HR tab of the Resources page.
Associated Resources Table	Displays an alphabetical list of the resources associated with this policy, and the effective dates for each resource. A context menu allows you to edit the Effective From date for active resources, and to disassociate the resources from the policy. Refer to What happens when you disassociate a resource from a policy? The context menu is disabled for inactive resources.

The number of additional tabs you will see and the labeling on the tabs will depend on the time off categories your administrator has enabled, and the naming of the categories. Refer to Before you create a time off policy... and Internal time codes.

The fields and options are the same on all tabs.

Field	Description
General Time Off Category Information
Type	Click the radio button to select how the time off category will become available to the associated resources.
Allotment	A Policy type in which the number of hours to which a resource is entitled for the calendar year (Jan. 01–Dec. 31) will be given on January 01. For more information, refer to Allotment and accrual policy types.
Accrual	A Policy type in which a resource regularly and incrementally accrues time off during the course of the year. For more information, refer to Allotment and accrual policy types.
Accrual Period (Accrual only)	The interval at which a resource will accrue time off. The accrued time off is applied to the resource’s bank at the end of each accrual period. Values are: Daily, Weekly, Bi-weekly, Semi-monthly, and Monthly. NOTE   Use System Settings to set the starting day for Weekly and Bi-weekly accrual periods. The default is Monday. For more information, refer to Allotment and accrual policy types.
Current Year's Tiers
New Tier	Click this button to open the New Policy Tier pop-up window. This button is enabled as long as the policy is not assigned to anyone. For more information on Tiers, refer to Add a tier to a policy.
Tier Table	Shows the length of service it takes to become eligible for each tier in the time off category, the annual hours of paid time off, and either the Rollover Cap (for Allotment) or the Accrual Cap and Accrual Rate (for Accrual). Each time off category has at least one tier starting at 0 months. You can define any number of additional tiers. Different tiers can be defined for each time off category in a Policy. Already defined tiers are listed on a table under Current Year's Tiers.

Tiers allow you to use the same Policy for resources with different lengths of service. They make it possible to assign more time off, based on seniority. Seniority is calculated as the number of months a resource has been employed, based on the Hire Date on the HR tab of the Resource Management page. Different tiers can be defined for each time off category in a policy.

NOTE   To assign a different amount of time off based on organization hierarchy, you must use a different policy.

Tiers specify:

• The minimum number of months of service required to be in a tier. If a resource becomes eligible for a different tier during an Accrual Period, the Accrual Rate of the new tier will be applied
• The number of hours a resource in the tier will receive at the beginning of the year or can accrue throughout the year
• Maximum number of hours that can be accrued or carried over to the next year (Accrual and Rollover Caps)

Tiers for each time off policy are managed from the context menu on the tier table.

• Already defined tiers are listed on a table under Current Year's Tiers. Each time of category has at a minimum the 0+ months tier. This tier can be edited, but not deleted.
• New tiers are added by clicking New Tier and populating the New Policy Tier pop-up window.
• Tiers can be edited and all but the 0 months tier can be deleted, as long as there are no resources associated with the policy.