Managing employee time off effectively is crucial for maintaining productivity and ensuring compliance with company policies. Factorial's time off allowance adjustments feature allows authorized personnel to accurately modify an employee's available or accrued time off, accommodating changes such as additional leave or corrections to existing balances.

Where to find time off allowance adjustments?

1. On your sidebar, go to Organization
2. Select the employee
3. Head to Time Off
4. Scroll until you find Time off allowance adjustments

How to make a time off allowance adjustment?

1. To the time off allowance adjustment section, click on Add time off adjustment
2. Select the Time off allowance
3. Choose the Adjusted cycle
4. Select half day or a day
5. Set the days
6. Select if you
   • Add time (add more days to the time off allowances)
   • Substract time (rest time to the time off allawances)
7. Adjust from:
   • Available days
   • Accrued days
8. Description (optional)
9. Decide whether to notify the employee of this change
10. Click on Add adjustment

You will see all absence adjustments that have been made for each employee under the absence calendar. You can also delete the adjustments, but note that all changes will be reflected in the counter.

Impact on time off allowance

When a time off allowance adjustment is made, it directly affects an employee's leave balance. Here’s how adjustments are reflected in the system:

Immediate Updates to Available Balance

• If additional days are granted, they will appear as part of the employee’s available time off.
• If days are deducted, the total remaining balance will decrease accordingly.

The added or subtracted time will be reflected in the counters located within the time off section. 
Learn more about time off counters

 

Visibility for Employees & Managers

• Adjustments are recorded in the employee’s time off history for transparency.
• Employees can view updated balances immediately in their Factorial account.

Common Use Cases for Time Off Adjustments

Time off allowance adjustments may be necessary in specific situations to ensure employees have the correct leave balances. Here are some common scenarios:

• Carrying Over Unused Leave Beyond the Allowed Period
  An employee was on medical leave the previous year, and their unused vacation days were set to expire in March. However, in April, they still have unused days from the previous year that should be available for use. To ensure compliance with company policies, HR manually adjusts their leave balance by adding those days to the current year.
   
• Compensating Employees for Working on Public Holidays
  An employee had to work on public holidays, but the company does not have the overtime compensation feature activated since it is not a usual practice. To compensate employees fairly, HR manually adds two extra days to their time off balance as compensation for working during those holidays.
   
• Deducting Days for Using Vacation in Advance
  An employee requested vacation days in advance, before they had been fully accrued. However, by the end of the year, they did not accumulate enough days to cover the time off they had already taken. According to company policy, HR adjusts the employee’s absence balance by deducting the pending days from their new vacation period.