The Time Off module continues to evolve as adoption grow, and organizational needs become more complex. This release introduces new capabilities designed to increase flexibility, reduce administrative effort, and better support real-world HR policies.

These enhancements focus on improving accrual plan settings, simplifying bulk administration, and supporting employee-specific scenarios such as negotiated PTO, company-wide time off requests, and restricted request dates.

How You Can Use These Enhancements

Plan Setup & Maintenance

Administrators can now configure Time Off plans with greater flexibility and less ongoing maintenance. During plan setup, teams can enable anniversary-based balance resets to align PTO policies with employee hire dates rather than a single plan start date. Ongoing maintenance is simplified through enhanced balance imports, allowing admins to update balances, plan dates, and tier service dates in bulk without manual edits or risk of overwriting existing data. This makes it easier to manage policy changes, acquisitions, rehires, and seasonal workforce adjustments.

Accrual Management

Accrual calculations are now more accurate and adaptable to real-world employment scenarios. By using the Tier Service Date for accrual tiering, organizations can ensure that rehires or employees with negotiated PTO receive the correct accrual rates without modifying their original hire date. Balance reset updates further reduce manual intervention by automatically adjusting balances to the correct amount at the appropriate reset date, improving consistency and compliance across the organization.

Bulk Requests & Company-Wide Time Off

Managers can efficiently manage group time off scenarios by submitting a single Time Off request for multiple employees at once. This is especially useful for company holidays, closures, or team-wide PTO events. Company calendar blackout dates provide additional visibility by warning employees and approvers when requests overlap with restricted periods, helping set expectations while preserving flexibility. Together, these tools reduce administrative workload, minimize errors, and ensure consistent handling of time off across teams.

Restricted Request Dates

Managers can efficiently manage group time off scenarios by submitting a single Time Off request for multiple employees at once. This is especially useful for company holidays, closures, or team-wide PTO events. Company calendar blackout dates provide additional visibility by warning employees and approvers when requests overlap with restricted periods, helping set expectations while preserving flexibility. Together, these tools reduce administrative workload, minimize errors, and ensure consistent handling of time off across teams.

What’s New

Plan Settings: Balance Reset Enhancements

Time Off balances can now reset based on an employee’s hire date rather than only a global plan start date. Administrators also have the option to increase balances to a specified amount during a reset.

Key Benefits

• Supports hire date based PTO policies
• Eliminates the need for manual balance adjustments
• Ensures accurate accruals for employees with varying start dates

• Balance Reset can now be set to trigger based on an employee’s Hire Date
• New setting to “Allow balance reset to increase balance
  • Administrators can now enable a setting that allows balance reset events to automatically adjust employee balances to a defined reset amount. When configured (for example, 40 hours), each employee enrolled in the plan will have their balance set to that amount on the reset date—whether based on a calendar date or their hire date. Regardless of whether their current balance is above or below the reset value.

Tier Service Date

A new Tier Service Date field is available for Time Off accrual tier calculations. When populated, accrual tiers are calculated using this date instead of the employee’s Hire Date.

Details

• Visible in Manage Employees (Time Off)
• Allow employees within the same plan to be placed into different accrual tiers
• Does not impact other modules that rely on Hire Date

Key Benefits

• Enables accurate accruals for rehires and negotiated PTO agreements
• Maintains flexibility without disrupting other HR processes
• Better reflects real‑world HR and payroll scenarios

• When an employee has a Tier Service Date entered, the Accrual engine will look to this date when placing an employee in the appropriate tier for accrual calculations.
• This is suggested to be the same Month/Day as hire date if needed if Hire date will be used with Balance Reset.
• Note: This field is at the time off plan level per employee. A single employee assigned to multiple plans may have a unique Tier Service date per plan.
• The Tier Service Date does not sync or is linked to the Core HR AltService Date field. This is a unique field to Exaktime Time Off employee assignment per plan and not a global employee demographic field.

Time Off Plan Import Enhancements

The new Excel import under a new tab labeled Import within the plan overview page now supports updating select employee fields using a system provided import template.

New Capabilities

• Update existing Time Off balances
• Ignore blank fields to prevent unintended data from overwriting
• Automatically apply balance changes upon import
• Import and update Plan Start and Plan End Dates
• Optionally import or update the Tier Service Date (when needed)

Key Benefits

• Accelerates bulk updates after policy changes, acquisitions, or data corrections
• Reduces manual data entry and errors
• Improves efficiency for onboarding and large workforce management

• Employees must be assigned to the plan prior to updating values. You cannot add new employees to this plan via import. The case is for updating the assignment of employee values for:
  • Balance
  • Tier Start Date
  • Plan Start Date
  • Plan End Date

• We have made the Import tab easy to use with clear instructions.
  • Download the import template.
  • Add any data value to update per employee
  • Drop or select a file to import.
    • File name can be edited

The Import Template will download in Xlsx and look like the following. The EmployeeGUID column must not be edited, and the employee ID and name fields will not be updated if changes are added.

• Import history section will contain the history and any errors from the import based on the user who initiated it.
  • Complete: Number of row updates completed
  • Updates: Number of Updates import made
  • Successes: Number of successful updates
  • Skipped: Rows skipped due to no changes
  • Failures: Number of rows on file which contained a failure
  • Error Files: Downloadable Xlsx which will contain only error rows. Corrections can be made within error file and reimported.

Company Time Off Requests

Managers can now create Time Off requests for multiple employees simultaneously. This web-only feature aims to support bulk company time off requests for paid or unpaid holidays, depending onthe  plan selected settings

How It Works

• Select a Time Off plan
• View and select eligible employees (including a “Select All” option)
• Enter request details once for all selected employees
• Ineligible employees (e.g., insufficient balance) are flagged with an error
• Requests are automatically approved

Key Benefits

• Saves time when managing company‑wide holidays or group time off
• Reduces repetitive data entry
• Improves consistency and accuracy

• Company Time Off is found under the Time Off top menu option.

• To avoid bulk requests being added to plans that may not support this workflow, only Time Off Plans with the setting for “Can be used for company time off” will show in the Company Time Off plan selection drop-down

• Select Employees and Add Request details.

• Requests will be auto-approved. Please note that no notifications for this action will be sent to admins or employees.

• Optionally, when submitting this company time off request, a Company calendar event can be created.
• Company Time Off Requests can be viewed under Company Time Off > All Requests Tab. This view will show only requests created via company time off.

• Company Time Off request can be viewed under the Time Off Requests All Requests Tab when the filter setting to include is enabled.

Company Calendar Restricted Request Dates

Managers can designate Restricted Time Off dates on the company calendar to indicate restricted periods for Time Off.

Behavior

• Employees receive a warning when submitting requests that include blackout dates
• Supervisors and administrators see additional warnings during the approval process

Key Benefits

• Improves visibility into restricted periods
• Encourages informed employee decisions without fully blocking requests
• Reduces approval delays and back‑and‑forth communication

• When creating a Company Calendar Event. A new setting to “Warn employees when requesting time off on these date(s) is shown
• When enabled. Employees and supervisors will see warnings when requesting time off for requests that fall on a restricted date. These warnings will appear on Exaktime Web and Exaktime Mobile time off requests

• Requests can still be submitted, but an exception error will show on the Approvals Tab and within the request details prior to approval. (Final version will have red exception icon).