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Allow or prevent employees from going into negative time off

Updated

Available for the following EmploymentOS plans: Employment Plus, Employment Unlimited
Available for the following user access level: Manager, Admin

You can enable our Negative Time off Balance feature via the Time off Settings page. The feature applies to all time off categories and means that an employee cannot ask for time off that would put them into a negative balance. Employees will receive an error message when attempting to apply for time off that would put them into negative time off.

We calculate negative time off based on submitted and approved time off. Should a manager or administrator allow an employee to go into negative time off, only they can submit the time off request for that employee. 

Getting started

Prevent employees from going into negative time off

To stop employees from going into negative time off, you can use the Prevent negative time off function. Below is a description of how to turn this feature on.

  1. Log into Employment Hero.
  2. Click the  Settings menu.
  3. Click the Time off Settings submenu.
  4. Click the Edit (ellipsis) button next to the time off type you want to edit (e.g. Time off).
    click on the ellipsis
  5. Click the checkbox next to Prevent negative time off balance.
    tick prevent negative time off balances
  6. Select between the following:
    • Based on approved time off only
    • Based on approved plus pending time off.
  7. Click the Save button.

Allow employees to go into negative time off

To allow employees to go into negative time off, make sure the Prevent negative time off function is off. Below is a description of how to turn this feature off.

  1. Log into Employment Hero.
  2. Click the  Settings menu.
  3. Click the Time off Settings submenu.
  4. Click the Edit (ellipsis) button next to the time off type you want to edit (e.g. Time off).
    click on the ellipsis
  5. Make sure the checkbox next to Prevent negative time off balance is unticked.
    allow negative time off balances - untick the check box to allow
  6. Click the Save button.

Further information

Message to employees
If you have prevented negative time off balances and an employee tries to add time off that would put them into a negative balance, they will see the following message near the Submit button when they request the time off: You are not able to submit this time off request as you will have a negative time off balance. Please contact your Manager or HR Administrator for further assistance.
Which users can allow/prevent negative time off balances?
  • For all time off types that have a Tracked Balance, we have introduced a setting called Prevent Negative Time off Balances. This will prevent any employees from submitting a time off request if the time off allowance remaining) message appears. This means that the employee will go into a negative time off balance if the amount is approved. This will apply to all self-submitted time off requests (employees or managers/admins applying time off for themselves)
  • An admin can submit negative time off for everyone.
  • Managers can only submit negative time off for their reporting employees.
  • Custom security group users who have access to time off management for all employees will be able to submit negative time off for everyone.

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