About the limitation rules in time off policies
This topic applies to our new time off system only.
Limitation rules allow you to automatically reset time off balances, set a maximum balance, cap accruals, or enable time off expiry. They can be added to default policies in time off types, or can be added to specific policies assigned to users.
Refer to the sections below for details on specific rule options.
Select these links for information about the starting policy rules, accrual rules, and validation rules in time off policies.
If you have purchased an Enterprise-level product, we can work with you to create fully customized accrual rules. Contact your Customer Success Manager for more information.
Rules that reset balances
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Bi-Weekly Reset |
Checks that total time off for working days does not exceed the allowed maximum for the year |
| Monthly |
Checks that time off for either one booking or every booking falls within the duration and date range requirements |
|
Quarterly |
Checks that time off doesn’t exceed the allowed maximum bookings/hours in a rolling period |
|
Semi-Annual |
Checks that up to 3 bookings meet duration and date range requirements |
| Semi-Monthly |
Checks that time off for either one booking or every booking falls within the duration and date range requirements |
|
Weekly |
Checks that time off doesn’t exceed the allowed maximum bookings/hours in a rolling period |
|
Yearly |
Checks that up to 3 bookings meet duration and date range requirements |
Rules that cap, limit, or prevent accruals
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Cap Accruals for the Week |
Checks that all custom fields that appear on the booking are completed |
|
Cap Accruals for the Year |
Checks that comments are present, and/or that comment lengths fall within min or max character limits |
|
Max Balance Limit |
Checks that the booked hours each day, including days off, is less than the user’s scheduled hours |
|
Prevent Accruals Based on Service Period in a Year |
Checks that the booked hours each day, including days off, is less than the user’s scheduled hours |
Rules that support balance carry over and expiry
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Yearly Carry Over with Expiry |
Checks that the booking gives the required amount of advance notice |
Detailed descriptions of the limitation rules
Rules that reset balances
|
Validation name |
This validation… |
|---|---|
|
Bi-Weekly Reset Monthly Reset Quarterly Reset Semi-Annual Reset Semi-Monthly Reset Weekly Reset Yearly Reset |
Automatically resets the policy’s balance to a specified value, on a defined schedule Parameters
Example If a user’s Vacation time expires at the end of the year, but they can carry over up to 5 days, you would set the parameters as follows:
Then, if they have 50 Vacation hours remaining at the end of the year, they’ll only carry over 40 of those to their next balance. |
Rules that cap, limit, or prevent accruals
|
Validation name |
Description |
|---|---|
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Cap Accruals for the Week
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Automatically limits how much time off a user can accrue in a year Parameters
Example A company might want to limit users to accruing up to 48 hours of sick time. When would this rule be useful? This rule is typically only used when time off accruals are based on hours worked or paid (e.g. worker accrues 1 hour of sick time per 30 hours worked). |
|
Cap Accruals for the Year |
Automatically limits how much time off a user can accrue in a year Parameters
Example A company might want to limit users to accruing up to 48 hours of sick time. When would this rule be useful? This rule is typically only used when time off accruals are based on hours worked or paid (e.g. worker accrues 1 hour of sick time per 30 hours worked). |
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Max Balance Limit
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Automatically prevents any addition of time off beyond the defined cap. Parameters
Checks that time off doesn’t exceed the allowed maximum bookings/hours in a rolling period Parameters You can set these parameters for each time off type or policy:
Example You could set 4 maximum of bookings, and 24 maximum hours, in a 6 month period; the validation is triggered if a user exceeds either of these maximums in any 6 month period (i.e. one beginning on any day). When would this rule be useful? This sort of rule is useful in places like Norway that allow for limiting bookings in this way. |
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Prevent Accruals Based on Service Period in a Year
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Checks that up to 3 bookings meet duration and date range requirements Parameters You can set these parameters for each time off type or policy:
Example In Brazil, workers must spread their vacation over three bookings: The first must be at least 14 calendar days, while the others must be at least 5 days each. In this case, you could set up the following:
When would this rule be useful? This rule allows you to define the duration and time frame for multiple vacation bookings, for use in places like Brazil or Serbia. Note If you only need to define requirements for 2 bookings, select No Requirement, and give 0 for the duration and dates of the booking. |
Rules that support balance carry over and expiry
|
Validation name |
Description |
|---|---|
|
Yearly Carry Over with Expiry |
Automatically resets balance, and carries over and expires a specified amount Parameters
Example You set a carry over up to 5 days Vacation days that occurs on January 1st, and expires in 3 months with Pay out set. If the user has 6 Vacation days at the end of the year, that will reset to 5 days as of January 1st. This carried over amount will be available for them to use up until and including March 31st. If they don’t use any of the time by April 1st, they’ll be paid for the value of that time (5 hours x their hourly pay rate). Note Expiry occurs on the last day of the expiry period. Consider enabling the Reminder of upcoming time off expiry notification to users assigned this rule. |
FAQs
Can a reset and an accrual occur on the same day?
Yes. If an accrual and a reset are scheduled for the same day, the reset occurs first, and then the accrual.
You might need to set up a policy like this if, for example, time off accrues monthly on the first of the month, and resets annually on January 1st.
Do resets and accruals occur on a policy's effective date?
If a reset or accrual is scheduled for the same day as the policy’s effective date, the reset and accrual will both still occur. First the initial balance is set and then the reset and accrual occur.
