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Manage Time Off carry-over and forfeiture

Updated

Available for the following plans: Lite, Plus, Unlimited, Essentials, Engage, Elite
Available for the following user access level: Admin

Unused Time Off for a year is carried over into the next year, however, if not used after a certain period of time, can be forfeited.

This article will outline how to set up Time Off carry-over and forfeiture, and how to edit and delete these settings.

Getting started

Add Time Off carry-over and forfeiture amount
    1. Log into Employment Hero. 
    2. Click on the Settings submenu.
    3. Under the Payroll Settings heading, click on Time Off Settings.
    4. Click on Add Time Off Type.
    5. Complete the following fields:
        • Time Off Type Name.
        • Time Off Balance Tracking.
        • Time Off Type Setup - to allow carry-over and forfeiture, you must choose Per pay run or Entitlement-based.
        • Unit type - Hours, Days or Weeks.
        • Require an end date on Time Off request submission - Yes or No.
        • Return to work form (optional).
        • Other Settings:
          • Time Off reason required
          • Prevent negative Time Off balances
          • Hide balances from pay slips
          • Hide accruals from pay slips

      add Time Off type setup per pay run or entitlement highlighted
    6. Click the Save button.
    7. On the next screen, under Add Time Off Policy, add the Time Off Policy Name.
    8. Add the Accrual Details.

      Helpful Hint

      You can add more tiers by clicking on + Add Tier.

    9. Add the Limited amount. Select the following:
      • Not limited
      • Limited to
    10. Add the Carry Over Amount. Select the following:
        • None
        • Unlimited
        • Up to
    11. On Carry Over Date, select the following:
        • Date
        • Month

      Helpful Hint

      This will allow employees to take Time Off from the previous Time Off period onto the new Time Off period.

    12. On Forfeiture Amount, select the following:
        • No forfeiture (Carry over Time Off can be used indefinitely into the new Time Off period)
        • All carry-over forfeited (All carry over amounts will be removed from the employee after a set amount of months after they have been carried over)
        • Fixed amount (A set amount of carry over hours/days/weeks will be removed from the employee after a set amount of months after they have been carried over).
    13. Set the Pro Rata for Part Time/Casual Employees options:
        • Pro rata accrual based on employee's hours: If enabled, employees receive a prorated accrual amount based on their weekly hours. If their FTE is set to 0.5, they will receive 50% of the accrual amount.
        • Pro rata carry over based on employee's hours: If enabled, the system will pro rata the carry over amount allowed based on the employee FTE. For example, if the base is 24 hours for a full timer, an employee with 0.5 FTE will only be allowed to carry over 12 hours.
    14. Click Save.
      Add Time Off policy forfeiture and carry over

Edit and remove settings

Edit Time Off carry-over and forfeiture amount
  1. Log into Employment Hero. 
  2. Click on the Settings submenu.
  3. Under the Payroll Settings heading, click on Time Off Settings.
  4. Click on the three dots on the right-hand side of the page.
    screenshot of where to select the 3 dots on the right hand side of the page to then edit Time Off carry over and forfeiture
  5. Click on Edit.
    screenshot of where to select the edit button on the right hand side of the page to then edit Time Off carry over and forfeiture
  6. Make your required changes, then click Save.
    screenshot of the edit Time Off policy pop up window displaying how you add carry over and forfeiture settings, with the save button highlighted.
Delete Time Off carry-over and forfeiture amount
  1. Log into Employment Hero. 
  2. Click on the Settings submenu.
  3. Under the Payroll Settings heading, click on Time Off Settings.
  4. Click on the three dots on the right-hand side of the page.
    screenshot of where to select the 3 dots on the right hand side of the page to then edit Time Off carry over and forfeiture
  5. Click on Edit.
    screenshot of where to select the edit button on the right hand side of the page to then edit Time Off carry over and forfeiture
  6. Remove the existing carry-over and forfeiture amount, then click Save.
    screenshot of the edit Time Off policy pop up window displaying how you add carry over and forfeiture settings, with the save button highlighted.

Further information

Will adjusted Time Off still be carried over?
Yes, adjusted Time Off will still be carried over to the new Time Off period.

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