To create a new time-off policy, go to the "Time Offs" tab in the left menu from the dashboard as an admin and click Policies.

Step 1 - Policy Details

Click New to create a new time-off policy.

Name: Enter the name of the policy. This name will be displayed on the team member's "Time Offs" page.

"Unlimited" Option: RemoteTeam's Time Off App has two general types of time off policies. These are "unlimited" and "limited" types.

  • Unlimited Time Off Policy: In this option, there is no hour or day restriction for requests made by team members. In other words, team members cannot select hours/days when they want to request time off.

  • Limited Time Off Policy: This option is for time-off that can be requested for specific days/hours. If this option is selected, the team members must specify the range of days they want time-off.

Unit: This selection will determine if you want to set time off as days or hours. This section will not be displayed if the "Unlimited" option is enabled.

  • Hours: The next steps are expressed in hours.

  • Days: The next steps are expressed in days.

Compensation: This section is used to determine whether team member will get paid during their time off time, and if so, how much.

  • Fully Paid: Payment will be made for all hours/days for which the team member has requested time off. (Think of it as a paid time off or PTO).

  • Unpaid: No payment will be made to the team members for time off hours/days.

  • Percentage: The payment in the related payroll period is deducted with respect to the percentage on the time off policy. In other words, this is the percentage of a deduction for the paid time off (hours/days). If this ratio is set to 100%, this option works the same as the "Unpaid" option, meaning the team member will not be paid during the time off period. Likewise, if this ratio is set to 0%, it works the same as the "Fully Paid" option, which means the team member will be fully paid during their time off.

Fixed: A specific number of hours/days is defined for team members.

*This section is only displayed when the "Limited" option is active.

  • Total hours/days per year: The amount of hours/days that team members will be able to have off within the policy,

  • Earned Period: This selection defines how the team member will earn their time off hours/days.

    • All at once (Each Anniversary Date): Each year on their starting day anniversary, team members earn the full amount of hours/days.

    • All at once (Beginning of Each Year): On the first day of the year, members earn the full amount of hours/days.

    • Throughout the Year in Pay Periods: Team members do not earn hours/days all at once. The amount of hours/days is divided equally by 12 months of the year. Also, unused hours are rolled over to the next month.

Based on Worked Hours/Days: This option does not define any fixed hours/days for team members to use. Here, the number of hours/days earned depends on the number of hours/days the team members has worked. When team members work at a certain hours/days rate, they earn a certain amount of hours/days.

*This section is only displayed when the "Limited" option is active.

Worked rate hours/days: How many hours/days should be worked to determine the rate of hours/days to be earned.

Earned rate hours/days: How many hours/days will be earned for the specified worked hours/days.

Step 2 - Advanced Settings

Attachments required: When this option is enabled, team members must upload a file to send to the admin during their request. The number of files to upload cannot be more than one.

Employees can view: If this option is unchecked, team members cannot submit a request to this time-off policy because they cannot see this policy on the team member's dashboard.

Can the employee use more days than they have?: When this option is activated, it is possible to "time off days" even if there are no days to use in the team members' balance. However, in this case, the balance is negative because there are no days left.

Do employees earn more time the longer they work at the company?: This option customizes the hours/days some team members will earn. Each team member in the company may have a different number of hours/days. For example, if an employee has been working for the company for 3 years, they can earn X more hours/days. You can set this for any/every yearly anniversary. In other words, this option can be used to award more senior members of the company.

Also, the hours/days specified in the previous step will no longer be valid once this option is activated.

The "Select Anniversary" list allows up to 20 anniversaries to be selected. After the Anniversary is selected, the TOTAL number of hours/days they get off can be entered.

Step 3 - Approval Options

Only admins can approve the time off: When this option is selected, it means that only the administrator has the authority to approve a team member's time off policy.

First manager then admin can approve: This option allows both the admin and the manager of the team member to approve time-off requests. In this case, both of them must approve before a team member can take time off, however, the manager must approve first, then followed by the approval of the admin.

Manager or admin can approve: Both the admin and the first manager can approve time-off requests. However, it doesn't require approval from both of them. Just one person, either the manager or the admin can approve.


Step 4 - Carry Over

Carry Over is a feature that allows team members to carry unused time off hours from one year into the next.

Waiting period day: If required, a waiting period can be implemented. This means that the team member can only use time-off after a certain time from their start date.

Limit Carryover: The amount of unused hours/days are transferred to the next year by Carry Over. If this option is activated, a restriction can be applied to the amount of hours/days to be transferred to the next year.

If you don't want to use Carry Over, the "Limit Carryover" checkbox should not be selected or should be entered as "0" after selecting it.

Step 5 - Add Employee

After all the necessary settings are made, team members should be assigned to the relevant policy one by one with the "Add" button next to the team member's name. If desired, all team members can be assigned to the relevant policy with a single click using the "Add All" button. To delete a team member from a policy, select the "Remove" button. If you want to apply this action to all assigned team members, you can use the "Remove All" button.

When you are done with all the above operations, click the "Complete" button.

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