Creating Policy Items and Leave Policies

Learn how to create Policy Items and add them to a Leave Policy in Leave Management.

Overview

Policy Items and Leave Policies are a foundational part of Leave Management. Policy Items make up your Leave Policies, which are used to calculate an employee's accrual base and any accruals.

Before you start

Here are some things you must do before you start:

• Make sure to create a Leave Type.
• Check with your administrator to see if you have the required permissions turned on.
• Turn on the required Leave Policy permissions.
  

  To learn more about required Leave Policy permissions, check out the Leave Management permissions table, specifically Leave Policy.

Step 1: Create a Policy Item

To create a Policy, you must create a Policy Item. Policy Items make up your Leave Policy. You can't edit a Policy Item once an employee uses it.

To create a Policy Item:

1. Log into your TrackTik Portal.
2. Select Settings.
3. In Backoffice Configurations, select Leave Management.
4. Choose Policy Items.
5. Select + Create Policy Item.
6. Enter details into the boxes and drop-down menu:
   • Custom ID
     You must enter a custom identifier for your Policy Item, which must be shorter than nine characters.
     

     The Custom ID for each item must be unique and only used once for all regions.

   • Accure Policy Item
     If you want this Policy Item to start accruing hours, select it.
   • Name
     Enter a name for the Policy Item; this is required and must be less than 255 characters.
     

     The name for each item must be unique and only used once for all regions.

   • Description
     Enter a description for the Policy Item. Your entry must be less than 255 characters. You can always edit this.
   • Region
     Select a region to see a list of Leave Types; select one. To ensure your Policy Items are available when creating a Leave Policy, items must be created in the same Region as your Leave Policy. Policy Items must be created in a parent Region where the Leave Policy is.
   • Leave Type
     Select a Leave Type; this is required.
     

     You can select one of the available Leave Types or create your own.

   • Quantity
     Enter the number of days this Policy Item can be used; this is required and must be at least zero or a positive whole number.
     Or
   • Accrual Rate
     Enter a rate that's based on your employee's worked hours during a pay period:
     • This box isn't shown if you didn't select Accure Policy Item.
     • You can adjust balances at the decimal level, for example, .9999.
       • Rounding is used at the fourth decimal place when showing the day balance.
       • If you enter an integer, it defaults and is stored with four significant digits, for example, .0000.
       • Employees see a figure rounded to two decimals in TrackTik SHIFT and the Client Portal.
     • An override allows managers to set a different accrual entitlement for each employee. For example, 28 days are overridden to be 33 days because of the contract specific to that employee.
     • An override allows managers to set each employee's daily hours at the Leave Policy level.
       • All Policy Items for this employee use the override if one is provided.
       • Hours must indicate minutes and vice versa—for example, 2 hours and 12 minutes, 72 minutes, or 2.2 hours.
     • Switching between the Value and Accrual Rate field, the following validation MUST be taken into account:
       • If the user selects the Value field, THEN the Accrual Rate should NOT be passed. Only the Value field should be available.
       • If the user selects Accrual Rate, the Value field should NOT be passed. Only the Accrual Rate should be available.
     • Carryover
       Suppose you want to carry over leave for each employee. When the Leave Policy resets, select Carryover. In the Carryover Limit box, enter the fixed number of days you want to carry over.

       To learn more about resetting a Leave Policy by month, see Step 5 in Step 2: Create a Leave Policy.

       Keep in mind

       • You must select Carryover to move any remaining Leave Balances from a current Leave Policy to the next Leave Policy. If you don’t, no Leave Balances are carried over.

       • All pending Leave Requests must be cancelled before doing a carryover.

       • If there is a negative Leave Balance, it’s possible to carry it over. We recommend making changes to your employee’s profile to make sure no negative Leave Balance is carried over.

       • If you want to carry over a Leave Balance manually, check out Manually carry over a Leave Balance.

7. Select Save Policy Item.

You can now add the Policy Item to a Leave Policy.

Keep in mind
You can’t add Policy Items to an existing Leave Policy if the Leave Policy was ever assigned to an employee.

Step 2: Create a Leave Policy

A Leave Policy uses your Policy Items to give employees a base amount of leave days and leave entitlement and can also be used for accrual calculations.

To create a Leave Policy, managers must create a Policy Item based on the types in their regions. To learn more about creating a Policy Item, check out Step 1: Create a Policy Item.

To create a Leave Policy:

1. Log into your TrackTik Portal.
2. Select Settings.
3. In Backoffice Configurations, select Leave Management.
4. Choose + Create Policy.
5. Enter details into the boxes and drop-down menu:
   
   • Custom ID
     Enter a custom identifier for your Leave Policy; this is required.
     

     The Custom ID for each item must be unique and only used once for all regions.

   • Name
     Enter a name for the Leave Policy; this is required, and you can edit it later.
   • Description
     Enter a description for the Leave Policy; you can edit it later.
   • Region
     Select a region to which the Leave Policy can be applied.
   • Number of hours per day
     Enter the hours per day the employee is supposed to work. If you don't set up the number of pay hours per day for your Employee Class (Settings > Employee Classes > Edit), you must do this for your Leave Policy. This number must be at least zero or a positive whole number and can only be edited if the Leave Policy isn't assigned to an employee.
     

     The quantity that’s entered here is used for your payment calculation. We recommend setting it up by hours per day. This column is shown only when Leave Management is turned on.

   • Reset month
     In the Reset month drop-down menu, choose the month the Leave Policy resets.
     

     Keep in mind
     

     • If there are any pending Leave Requests when the Leave Policy resets, you must cancel all pending Leave Requests for an expired Leave Policy and decline all pending Leave Requests and have any affected employees resubmit their Leave Requests.

     • If you reset a Policy Item with a positive balance in the current year, it won’t impact the Leave Balance for next year.

     • The Policy Item balance is used if you don’t select Carryover. To learn more about carryover, check out step 6 in Step 1: Create a Policy Item.

     • The Leave Balance must be tied to a particular year so employees know how much leave they have.

     • The Reset month is for the first day of the chosen calendar month for the next year. For example, if you pick April and the year is 2022, the reset month happens next year on April 1, 2023.

     • You can carry over any remaining leave to a Leave Policy for the next fiscal year. If the Carryover button is showing, you can manually carry over your Leave Balances.

6. Select Next: Policy Items.
7. Choose your Policy Items. To find a Policy Item by search, enter the name into the Type to search… box.
   

   Once a Policy Item is assigned to an employee, it can’t be edited.
   To see more details about a Policy Item, select a row.

   Keep in mind
   To make sure your Policy Items are available when creating a Leave Policy:
   

   • Your Policy Items must be created in the same Region as your Leave Policy.
     Or
   • Policy Items must be created in a parent Region of the Region where the Leave Policy is created.

8. Select Next: Assign Employees.
   

   Keep in mind

   • A Leave Policy is inactive until at least one employee is assigned to it.
   • Only one Leave Policy can be assigned to the same employee. However, an employee with access to Region A and Region B can be assigned to a Leave Policy created in Region A or Region B, or, an employee with access to Region C can be assigned to a Leave Policy created in Region D only if Region C is a sub-region of Region D.

9. Select the box next to their name to add an employee to the Leave Policy.
   

   To find an employee by search, enter the name into the Type to search… box.

   To see more details about an employee, select a row.
   You can check out more information about the employee, like when their Employee Profile was created and last edited.
   To see the schedule of the employee member, select SCHEDULE.
   
   
10. Select Save Policy.

The Leave Policy is now available in Leave Policies.

See also

• Manage Policy Item balance
• Change a Leave Policy for an employee
• Leave Management