Time-off Setup

Welcome to our guide on filling in the Time-off section of Bayzat's Onboarding Spreadsheet. This article will assist you in setting up leave policies and managing public holidays for your organization.

Setting Up Leave Policies and Choosing Your Leave Cycle

Choosing Your Leave Cycle

• Select Leave Cycle Type: Indicate whether your organization follows a 'Calendar Year Cycle,' 'Individual Cycle,' or 'Custom Cycle'. Input the start and end dates for these cycles in the corresponding columns.

Calendar Year Cycle:

• Definition: This cycle follows the standard calendar year, starting from January 1st and ending on December 31st.
• Use Case: It is commonly used by companies that prefer a uniform reset date for all employees' leave balances at the beginning of the new year.

Individual Cycle:

• Definition: An individual cycle is based on each employee's hire date. The 12-month period starts on the employee's hire date, and the leave balance is refreshed on every hire date anniversary.
• Use Case: This cycle is tailored to each employee and is useful for companies that want to align leave balances with employment anniversaries.

Custom Cycle:

• Definition: A custom cycle allows a company to define a specific 12-month period that starts on a chosen date for all employees. For example, a fiscal year starting on April 1st and ending on March 31st.
• Use Case: This is suitable for companies whose financial or operational year does not align with the calendar year, allowing them to synchronize leave cycles with their business cycles.

Differences:

• Start Date: Calendar Year starts on January 1st, Individual Cycle starts on each employee's hire date, and Custom Cycle starts on any date selected by the company.
• Uniformity: Calendar Year and Custom Cycle are uniform for all employees, while Individual Cycle varies per employee.
• Alignment: Calendar Year aligns with the Gregorian calendar, Individual Cycle aligns with employment anniversaries, and Custom Cycle aligns with company-specific cycles.

Leave Request Visibility

• Determine Visibility Settings: Decide who in the organization can view and manage leave requests. Options include 'Reporting Manager,' 'Department of Employee,' 'Office Location of Employees,' or 'All Employees'. Input your choice in the designated column.

Creating Leave Policies

1. Define Leave Types: For each leave type (Vacation, Sick Leave, Maternity Leave, etc.)
2. Input Leave Policy Details: For each leave type, specify details such as:

• Annual Allowance: Total number of leave days available annually.
• Allowance Type: Indicate if the leave is paid or unpaid.
• Monthly Accrual: Specify if the leave accrues monthly.
• Negative Balance Allowance: Indicate if employees can take more leave than accrued.
• Carry Over Policy: State if unused leave can be carried over and to what extent.
• Exclusion of Public Holidays: Mark if public holidays should be excluded from the leave count.

Filling in Employee Balances

1. Input Employee Details: Ensure each employee's name, ID, and other relevant details are accurately entered.
2. Allowed Vacation Days: For each employee, enter the total number of vacation days they are entitled to in the current cycle.
3. Carried Over Days: Input any carryover leave days from the previous cycle for each employee.
4. Used Leave Days: Update the number of used leave days across different categories (Sick, Maternity, etc.) as they occur.
5. Notes Section: Use this column for any additional remarks or specific conditions related to the employee's leave.

By following these detailed steps, you will ensure that your organization's leave policies are accurately reflected in Bayzat's system.

For additional help and a comprehensive visual tutorial, please view our Time Off Setup Tutorial Video. Our devoted implementation specialist team is also ready to offer tailored assistance, ensuring your Onboarding process is smooth and efficient.