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How do I manage time off types?

Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following User Access level: Admin

Time off types allow your employees to submit time off against a pre-defined criteria. They help you track what type of time off your employees are taking and the balance they have accrued. This lets your organisation manage and report on employee time off within your business. You can use the feature to create time off types, the policies used to accrue time off, and the employees they apply to. You can also edit a policy or type and delete a record that is no longer needed.

Getting started

Add a time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the Add Time off Type button.
    Screenshot of where to click on add leave type

  5. Complete the following fields:

    • Time off Type Name.
    • Time off Type Setup.
    • Time off Balance Tracking.
    • Unit Type.
    • Require an end date on time off request submission.

    Helpful Hint

    If you want to use the time off carry-over and forfeiture feature, you will need to select per pay run in the time off type setup. See this article for more details on how to use time off carry-over and forfeiture.

  6. Click the Save button.
    Screenshot of how to add a leave type in leave settings for the new HR platform
  7. To add a time off policy, complete the following fields:
    • Time off Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Time off Balances for New Employees. 
  8. Click the Save button.
    screenshot of the lower half of the add leave policy page, with a highlight on the save button 

  9. To assign the policy to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  10. Click the Save button.
    screenshot of the lower half of the add leave policy page, with a highlight on the save button 
Add a time off policy to an existing time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the  button.
  5. Click the Add Policy button.
    screenshot of the lower half of the add leave policy page, with a highlight on the add policy button 
  6. Complete the following fields:
    1. Time off Policy Name.

    2. Accrual Details:

      • Accrual Starts.
      • Amount Accrued.
      • Carry Over Amount.
      • Carry Over Date.
      • Pro Rata for Part Time/Casual Employees.
      • Time off Balances for New Employees.

      Helpful Hint

      If you want to use the time off carry-over and forfeiture feature, you will need to select per pay run in the time off type setup. See this article for more details on how to use time off carry-over and forfeiture.

    3. Click the Save button.
      screenshot of how to add leave policy and click save 

    4. To assign the policy to certain employees, drag their name from the Available column to the Selected column.

      Helpful Hint

      You can click the >> button to move all employees to the Selected column.

    5. Click the Save button.
      screenshot of the lower half of the add leave policy page, with a highlight on the save button 
Add a pro-rata time off balance
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the Actions button.
  5. Click the Edit button for the time off type you need.
    screenshot of how to save the edited leave policies 
  6. Tick the Pro Rata for Part Time/Casual Employees checkbox.
  7. Click the Save button.
    screenshot of how to save the edited leave policies 
  8. Click the Confirm button.
    screenshot of the edit confirmation pop up 
Enable a disabled time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the  button for the time off type you want to enable.
    screenshot of where to click on the 3 dots 
  5. Click on Enable/Disable toggle.
    screenshot of where to click on the disabled toggle button to enable a leave type 
  6. Click on Enable in the pop-up window.
    screenshot of how to click on the enable button to enable a leave type 

Daily activities

Assign employees to a time off policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings button.
  4. Click the Actions button.
  5. Click the Assign button.
    screenshot of how to click on the assign button 

  6. To assign the policy to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  7. Click the Save button.
    screenshot of the lower half of the add leave policy page, with a highlight on the save button 

Editing data

Edit a time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the  button.
  5. Click the Edit button.
    screenshot of how to click on the edit button to edit a leave type 
  6. Make the required changes.
  7. Click the Save button.
    screenshot of how to click on the edit button to edit a leave type 
Edit a time off policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the Actions button on the time off type in which you want to edit the policy.
  5. Click the Edit button.
    screenshot of how to click on the edit button to edit a leave type 
  6. Make the required changes.
  7. Click the Save button.
    screenshot of how to click on the edit button to edit a leave type 

Removing data

Disable a time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the Disable button.
    screenshot of how to click on the disable button in the pop up window to disable a leave type 
  5. Click Disable to confirm.
    screenshot of how to click on the disable button in the pop up window to disable a leave type 
Delete a time off type
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the  button.
  5. Click the Delete button.
    Screenshot of where to click on the delete button to delete a leave type
  6. Click the Delete button in the pop-up window.
    Screenshot of where to click on the delete button to delete a leave type
Delete a time off policy
  1. Log into your Employment Hero platform.
  2. Click the   Settings menu.
  3. Under Payroll Settings, click the Time off Settings submenu.
  4. Click the Actions button for the time off policy you want to delete.
  5. Click the Delete button.
    Screenshot of where to click on the delete button to delete a leave type
  6. Click the Delete button in the pop-up.
    Screenshot of where to click on the delete button to delete a leave type

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