For more information about the availability of this feature, contact your Account Manager.

Time Off is a feature for ExakTime Connect that allows you to track your employees' paid time off (PTO) with options and features such as:

• Setting up Paid Time Off (PTO) Plans, which determine how employees accrue time off, their time balance limits, and time off balance resets.
• Set up your employee's Time Off balance to be consistent with balances from other tracking methods when first starting.
• Allow employees to request time off from ExakTime Connect or ExakTime Mobile.
• Customize options for time off requests, such as allowing partial days off or allowing the time off balance to go negative.
• Allow supervisors to approve time off requests from ExakTime Connect or ExakTime Mobile. 
• Automatically create time card records based on approved time off requests to populate time cards.
• Hours for a time off record will populate the appropriate Regular or Unpaid columns. These hours will always be considered regular or unpaid and will not count toward your existing overtime policies. 

ExakTime Mobile has limited Time Off functionality, with users only being able to review their time off requests, submit time off requests, and approve time off requests, depending on their permissions. ExakTime Connect offers the same functionality, but also allows administrators to create time off plans for employees to accrue time and assign employees time time off plans. 

The Time Off system does not take into account any previously used method to track time off, such as manually created locations, cost codes, etc. If you created your own method to track paid time off, it may be best to cease your previous method and begin using the Time Off feature of ExakTime as it is integrated into ExakTime.

Table of Contents

• How Accruals are Processed
• Requirements
• Permissions for Time Off
• Setting Up Time Off Plans
• Time Off Requests
• Time Records Generated For Time Off Requests
  • Time Off Record and Policies
• Time Off Notifications
• Mapping in Accountlinx and Exporting

How Accruals Are Processed

Updates to your time off balance such as accruals from time off plans or deductions from approved time off requests will occur when your pay period is closed. Re-opening a closed pay period will revert any time off balance changes from time off accruals and approved time off requests.

If a pay period is not closed, accrual balance updates and deductions from approved requests will stay in a pending state.

Completed Request Process

Pending Time Off Request ➡ Approved ➡ Pay Period Closed ➡ Request Completed and Hours from Time Off Requests Are Deducted from Employee's Time Off Balance.

Expired Request Process

Pending Time Off Request ➡ Pay Period Closed Prior to Approval ➡ Request Expired.

If a time off request was pending and not approved when the pay period was closed, then that request is expired even if that request was meant to be approved. The pay period will need to be reopened, the request recreated, and approved prior to the re-closing of the pay period.

Please Note

Time Off accruals will not backfill previously closed pay periods prior to setting up Time Off. If adding employees and transferring balances from a third party, the starting balance per employee can be added per plan on the "Manage Employees" tab.

Requirements

Your company must have a defined pay period and have pay period closing enabled so we can process your accruals and time off requests properly.

If you are unsure if you have a defined pay period or pay period closing enabled, you can double-check on ExakTime Connect with the following steps. 

ExakTime Mobile Requirements

For your employees to review, submit, and/or approve time off requests, they must be using ExakTime Mobile version 2.85. 

If you or your employees are unsure if they have the appropriate version, please refer to the following article for steps on how to check.

Permissions to Use Time Off

Administrators will have access to Time Off in ExakTime by default, while other users such as employees or managers must be granted permission to access time off plans or requests in ExakTime Connect and ExakTime Mobile.

You can learn and see what permissions you can enable from our dedicated resource.

Setting Up Time Off Plans

Time Off Plans will be created and assigned by an ExakTime Connect administrator to determine how employees will accrue time off and how much time off should be accrued based on tenure, balance limitations, balance resets, and more.

Your Time Off Plans will be customized and assigned from the designated Time Off Plans page.

Time Off Requests

Time off Requests can be submitted and managed from the Time Off Requests page of ExakTime Connect or ExakTime Mobile.

For more information on how to submit and review time off requests, please refer to the appropriate resource listed below:

• For ExakTime Connect
• For ExakTime Mobile

Time Records Generated For Time Off Requests

After a time off request is approved, time records for the time off request are created on the employee's time card. The time off balance of approved time off requests is not deducted until the pay period for the starting date of the time off request has been closed.

1. Time Off time records will appear with a green calendar icon.
   • Time Off time records cannot be edited or deleted from time card details.
   • Approved Time Off requests that are canceled will also automatically delete the time off time records from time cards.
   • To remove any Time Off time records, the pay period must be open and the Time Off request must be canceled. If the pay period is closed, the pay period must be reopened.
2. The Location assigned is based on the Plan Type per plan. The default ID is Time Off. IDs can be changed using the Accountlinx program with Mapping.
3. The Cost Code assigned is based on the Plan Name per plan. The default ID is Time Off. IDs can be changed using the Accountlinx program with Mapping.
4. The Start time per time record is based on the Time Off request start time per day. The Stop time is based on the Start time plus the requested hours per day.
5. The hours for a time off record will populate the appropriate Regular or Unpaid column. These hours will always be considered regular or unpaid and will not count toward any overtime policies. 

Time Off Record Hours and Policies

Time records created from Time Off requests are exempt from policies apart from the midnight split policy. If employee policy groups include the midnight split policy, time off requests that span midnight will be split across the calendar days.

Time Off Notifications

Time Off offers several notification options to notify employees of their time off request status and notify users, such as administrators/supervisors, when an employee has submitted a time off request. A user's security permissions, Time Off notification settings, and employee viewsets will determine the notifications they should receive.

If you would like to learn more about time off notifications and configuration, you can refer to the following dedicated article.

Mapping in Accountlinx and Exporting

Time Off system-created location and cost codes have the default ID of “Time Off” when exporting to your third-party accounting system. You can use Accountlinx to map Time Off created locations and cost codes to your accounting system IDs. After creating Time Off Plans, within Accountlinx open Map Cost Codes and/or Map Locations and enter the payroll IDs for any relevant time off location and cost code.

Please Note

If using the Accountlinx Integration feature, the updated ID you entered will be shown on users' Time Card Details and Reports on ExakTime Connect.