With the new UI and flow, you can customize your Time-off Types and Policies for all employees, including different policies for different offices, departments, employment types, job titles, and positions.
Before starting, make sure you have access to Time Off Settings. If not, please contact your Admin to request permissions.
Set up Time-off Type
Time-off type represents the type of leave a group of employees are allowed to take. It can be a paid or unpaid type and is calculated in days by default.
Navigate to Time off > Settings
Click Types and Policies > click on New Type
Add a name, determine whether it's a Paid or Unpaid leave policy
Click Create
Set up Policy for Time-off Type
The time-off policy feature allows you to easily customize entitlements, accrual options, carryover details, seniority leave, booking rules, rounding rules, and other settings for different employee groups.
📌 Note: In the current version, you need to create a type for each policy you have.
Navigate to Time off > Settings
Click Types and Policies > click on New Policy
Select a Time-off Type and, name your policy, write a description (if necessary)
Define Accrual Rule
Assign Date: define when this type of leave is credited to employees. You have 2 options:
Upon join date: leave will be credited based on their join date
After probation end date: leave will be credited based on their probation end date
Accrual Frequency defines when employees receive their entitled leaves: Monthly, or Yearly
Example of Accrual Frequency
Example of Accrual Frequency
Employees are entitled to 12 days of Annual Leave per year. If the accrual frequency is:
Monthly: a credit of 1 day will be added every month (12 days / 12 months = 1 day)
Yearly: a total credit of 12 days will be added at the start of the year
Entitlement: the standard number of days employees receive per year for this type.
Prorate Accrual: define if employees receive the whole entitlement regardless of how many days they have worked in a year or a proportional number of days. See example.
Example of Prorated Accrual
Example of Prorated Accrual
Your company allows up to 12 days of Annual Leave per year. Your new hire’s start date is August 1st ➝ 31 working days in August.
The total Annual Leave this new hire will receive:
Non-prorated accrual = 12 days
Prorated accrual = (31 days - 1 day + 1) / 31 + 12 / 12 x 4 = 5 days
Define Carry Over Policy
Maximum Carry Over: the maximum unused time off an employee can carry from one year to the next. If you enter 0, then unused time off cannot be carried over to the next year.
Carry-Over Expiration: define when carry-over time off expires. If you enter 0 in the Maximum Carry Over field, the system will ignore this setting
Define Seniority Leave
This section defines the seniority leave rule for employees. Click here to learn more.
To add a seniority leave policy, click Add Senority Leave:
After: the number of service years that employees are entitled to additional time off
Add an extra: the number of extra days off
Total Entitlement: employee's final entitlement, calculated based on their service year
Example of Seniority Leave
Example of Seniority Leave
Your company has a standard Annual Leave policy of 12 days. Employees with more service years are entitled to extra days off with the following rules:
12 days when working from 0 to 2 years
13 days when working for 3 to 4 years
15 days when working for 5 years or more
Applying this to Grove HR:
12 days from the join date until year 2: use the Policy's Entitlement
13 days when working for 3 to 4 years:
In the 3rd year, add 1 day to the total entitlement
Total Entitlement = Policy’s Entitlement + First Value for in Seniority Leave = 12 + 1 = 13 days
15 days when working for 5 years or more:
In the 5th year, add 2 days to the total entitlement
Total Entitlement = Policy’s Entitlement + First and Second Value in Seniority Leave = 12 + 1 + 2 = 15 days
⛔️ Caution: For companies that created seniority policies before the introduction of seniority leave: Please wait until 1 January 2024 to apply this feature to current time off policies to avoid time off balance duplications.
📌 Note:
Changes made to Seniority Leave might result in a balance update for all eligible employees. Please exercise caution when modifying Seniority Leave.
Seniority Leave must be added in increments, meaning the next value in Seniority Leave must be greater than the last.
Duration Allowed
This section defines the booking rule for employees
Hourly: Employees can book leave by the hours. Example: 2 hours, 3 hours. This rule is suitable for all schedule types.
Half day: employees can only book leave on the first half or second half of the day. Each half is equal to 0.5 days. This rule is suitable for duration-based work schedules.
Morning/Afternoon: employees can only book leave in the morning or afternoon. This rule is suitable for clock-based work schedules.
⛔️ Caution: After choosing the duration as Half day, you cannot change the booking rule to the other options.
Advanced Options (Optional)
Advanced Leave:
Applicable when it's a Paid Time Off, and the Accrual Rule is Monthly
Rounding Rule:
Applicable when the Accrual Rule is Yearly and Prorate Rule is enabled
Waiting Period:
You can configure whether employees need to wait for a certain duration before booking their time off.
Example of Waiting Period:
Example of Waiting Period:
Employees are entitled to up to 12 days of Annual Leaves per year, effective upon their join date. New hires can only request time off 30 days after joining.
Samantha joined the company on 4 January 2022.
Samantha can request Annual Leave starting from 3 February 2022.
Define Eligibility
Navigate to Time off > Settings
Click Types and Policies > Find the policy you want > Click Assign Employees
Choose the eligibility. There are 4 options:
All Employees: include all employees, except the resigned ones.
Full-time Employees only: include employees whose Employment Type is Full-time, except the resigned ones.
Employee Group: a pre-defined group of employees. Only the groups that use the following operators can be selected: Employment type, Job title, Position type, Office, and Department.
Specific Employees: manually add any employee
To add an employee: Type an employee name and > Enter.
To remove an employee: Click the X icon on the member’s row.
If you haven't assigned an employee, you can always go back to review and add them later.
Click View to see the list of employees who will be assigned this time-off policy (optional)
Click Save to apply.
📌 Note:
When choosing Eligibility as Employee Group, only the active Employee Groups with the 5 operators above will be displayed.
You must enable the option "Automatically add or remove employees that match these criteria, except for Resigned employees" when creating an employee group.
Edit Eligibility
When changing a policy's eligibility, the effective date will default to the current day. Any priorly scheduled eligibility will remain unchanged.
You may choose to keep or remove employees' time off balances. Historical records of the submitted requests will remain unchanged.
Navigate to Time off > Settings
Click Types and Policies > Find the policy you want > Click Edit Eligibility
Select a new eligibility option:
All Employees: include all employees except the resigned ones.
Full-time Employees only: include employees whose Employment Type is Full-time, except the resigned ones.
Employee Group: a pre-defined group of employees. Only the groups that use the following operators can be selected: Employment type, Job title, Position type, Office, Department.
Choose if you want to keep or remove the existing time-off balance. Note: All submitted requests will remain unchanged.
Click Save to apply changes
📌 Note:
Yearly paid time off is entitled to be taken in advance for the next year, while monthly paid time off will depend on the configuration. This means employees can request to take time off in 2022, while it’s still 2021. The balance they use would be from the next year.
Example: Samantha wants to take vacation days between 29 December 2021 to 5 January 2022. Samantha needs to submit 2 time-off requests:
From 29 to 31 December 2021: use 3 days of annual leave in 2021.
From 4 to 5 January 2022: use 2 days of annual leave in 2022.
Activate or Deactivate a Time Off Type
Go to Time Off > Settings
Click on Types and Policies to view all
Find the policy that you want and toggle the button to activate/deactivate
Delete a Time Off Type
Go to Time Off > Settings
Click on Types and Policies to view all
Find the policy that you want and click on More (or the ⋮ icon) in the same row
Select Delete
