This guide is for Sage HR users who have the Leave Management module. If you use Sage HR Essentials, as some options differ, we recommend using our HR Essentials guide to manage your time off policies.
Time off policies allow you to keep track of how much time off employees have taken, what type of leave they’ve taken, and how much leave they have left to take.
You can create an unlimited number of new policies.
📎NOTE: By default, there are already two pre-defined example policies:
Vacation
Sick day
These are examples for you to reference when you create your own holiday or sick leave policies. You can delete these examples after you create your own.
Don't assign employees to these example policies.
Create a new time off policy
Only employees with administrator access can follow these steps.
Click your name on the top right, then click Settings.
On the settings menu click Time off, then click Policies.
Click Add new policy.
📎NOTE: If you need to amend an already existing time off policy, click the Settings button next to it.
Give the policy a name and a description.
This description appears to employees when they are requesting time off.
Allocate either a number of days or hours, which you can allocate either:
Once
Per year and accrue
Accrue based on an event - This would be what you would use to create a parental leave policy
Based on time worked and accrue - This is what you would choose to create a labor-based policy
If you choose once or accrue based on an event there is nothing else to enter regarding allocation and time off allowance.
If you select per year and accrue or based on time worked and accrue there are some more fields to fill out such as reset dates or allowance.
Reset dates determine when the accrual cycle ends. This is when accrued days expire - unless you allow carrying over days into the next cycle.
Select whether you want the time off policy to determine working days and daily hours on based Calendar settings or a Working pattern. You may also have Timesheets as an option.
⚠️CAUTION: Once you save this, this setting can't be reversed. If you later change your mind you must create a new time off policy and select the other option.
By default Calendar settings is selected. This considers an employee's employment status, including its FTE and days marked as 'weekend days'. When you select this you can:
Enter what the default working hours are
Select whether you want weekends to count as work days - When enabled, all time off requests that fall on weekend days will be counted against the time off policy allowance
Select whether you want public holidays to count as workdays - When enabled, all time off requests falling on public holidays will be counted against the time off policy allowance
📌TIP: Alternatively, you can select it to be a policy based on an employee's working pattern. This considers an employee's working pattern, not the days selected in their employment status.
If you chose the policy to accrue based on time worked, if you have the Timesheets module you can also choose Timesheets as an option.
Configure your other optional time off policy settings.
Once you finish applying your settings for this time off policy, click Create.
You can assign employees now by selecting the relevant employees, and then click Save.
📌TIP: Alternatively you can click Cancel and assign employees to this policy later.
Wait a few moments and then refresh your page. The policy now shows.
📎NOTE: If you need to go back to amend the settings of a policy, on the policy click on the Settings button.
Add or remove employees from a time off policy
Once you have created a time off policy, you can assign or unassign employees to that policy at any time.