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Link and unlink sick time off requests to the Bradford Factor Score

Updated

Available for the following EmploymentOS plans: Essentials, Engage, Elite, Lite, Plus, Unlimited
Available for the following plan: Platinum
Available for the following user access levels: Admin

There may be situations where an employee has two or more time off requests that should have been one request based on your company’s guidelines. For instance, an employee on sick time off may realise they are still unwell at the end of their time off period, and submit a new sick time off request instead of extending the existing one. This will adversely affect an employee’s Bradford Factor score, and can add a lot of complexity to making administrative decisions.

If multiple time off requests which should have been or have been (or are about to be) submitted, you can link them together via the Bradford Factor linking feature. This ensures that these requests count as one instance of absence for the purpose of Bradford Factor calculations. You can access this feature in the time off request panel or in the Bradford Factor Report.

What happens when you link or unlink requests

Click here for a Bradford Factor Score calculation

When two or more requests are linked together, they form a Bradford Factor Chain. A Chain will reflect the total days of absence of all individual requests within it, however it will count as only one instance of absence for the Bradford Factor calculation. The Bradford Factor score is calculated as: 

(Total absence instances) 2 *  (Total days absent) Bradford Factor score.

So if an employee has 2 instances of sick time off totaling 4 days, their BF score would be 16.

(2)2*4=16

If the same employee is currently on a day of sick time off, and they decide to extend it by submitting a request for another day of sick time off, this would count as 2 separated instances of absence, and their BF score would rise to 96.

(4) 2*6=96

However, since we know the two latest instances of absence cover the same period of time off, we can link them so that they form a Bradford Factor Chain, counting as 1 instance of absence rather than 2. This does not affect the total days of absence, however due the drop in the total absence instances, the employee’s BF score will drop to a more accurate value of 54.

(3) 2*6=54

Manage links while creating or editing a requests for an employee

Link a sick time off request
  1. Log into Employment Hero.
  2. Click on the Time menu.
  3. Click on the Time Off Management tab.
  4. Perform one of:
    • Click the Add New Time Off Request button.
    • Click the Actions, and then the Edit buttons next to an existing time off request.
  5. On the next page, make sure the following fields are completed:
    • Personnel
    • Time off type
    • Start date
  6. The Bradford Factor Linking (optional) module should now appear at the bottom of the page. If you open this module’s drop-down menu, you can see a list of all of this employee’s time off requests from the past 12 months. 
    create time off request with bradford factor link
  7. Select any requests you wish to link to the one you are processing. One or more requests can be selected. 
    click on the time off requests you want to link
  8. Click on Submit.

Important

When you open the Bradford Factor Linking dropdown menu, you will see that:

  • Any requests that are consecutive to the request being processed, meaning their end date is separated by 0 working days from the current request’s start date, have a Consecutive tag for your convenience.
  • Any requests that are already part of a Bradford Factor Chain will appear as one list item, and this list item has a Chain tag.
Unlink a sick time off request
  1. Log into Employment Hero.
  2. Click on the Time menu.
  3. Click on the Time Off Management tab.
  4. Perform one of:
    • Click the Add New Time Off Request button.
    • Click the Actions, and then the Edit buttons next to an existing time off request.
  5. On the next page, make sure the following fields are completed:
    • Personnel
    • Time off type
    • Start date
  6. The Bradford Factor Linking (optional) module should now appear at the bottom of the page. If you open this module’s drop-down menu, you can see a list of all of this employee’s time off requests from the past 12 months. 
    create time off request with bradford factor link
  7. If you wish to unlink a request from the one you are processing, you can either:
    • Unselect the request from the drop-down menu
    • Click on the x button in the request’s name within the menu field. 
      click on the time off requests you want to link
  8. Click on Submit.

Manage links in the Bradford Factor Report

Click here for a step-by-step guide
  1. Log into Employment Hero
  2. Click on the Reports menu.
  3. Navigate to Time reports and select the Bradford Factor Report. 
    click on bradford factor report
  4. Select your report filters. 
    select your report filetrs
  5. Click on the + button next to the employee you wish to make changes for and expand their time off details. 
    click on the plus sign to expand an employee's time off requests
  6. Click on the checkbox displayed at the beginning of a time off request (note: two or more time off requests must be selected). 
    tick the sick time off you'd like to chain
  7. Click the Link Time Off Requests button. 
    click on link time off requests
  8. Linked time off requests will then be displayed as a Bradford Factor Chain and counted as one instance for Bradford Factor Calculations.
  9. If you wish to unlink a request for a Bradford Factor Chain, you can click on the - button next to the time off request and it will be unlinked from the chain.
  10. Unlinked time off requests will be removed from the chain and will count as a separate instance for Bradford Factor Calculations.

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