Adjust Time Off for a Leave of Absence
How do I adjust time off for a leave of absence?
Purpose: To help you understand the process of managing time off when an employee takes a leave of absence.
When a leave of absence (LOA) occurs, you may need to adjust their time off information within BambooHR so that your employee does not continue to accrue time off while they are on leave of absence.
Unassign an accruing time off policy
To stop automatic accruals from happening when an employee is on leave, you will need to move the employee to a manually updated policy by the effective date of a leave of absence. Navigate to the employee's Time Off tab, hover over the specific time off category, click Change Policy, then Move To Another Policy.
Note that selecting Remove From This Policy will unassign the employee from the category completely. This means that BambooHR will not track accruals, YTD usage, or time off requests for this category.
Manually updated balance
Change the employee's accruing policy to a manual policy. This must be set up in Time Off settings ahead of time. The balance will remain intact, but you need to make a manual adjustment to add any additional time.
This change will result in no accruals occurring during the actual time the employee is on leave. When the employee returns from their leave of absence, re-assign all previous time off policies to begin by the employee's return date and restart accruals.
Note: If you do not move the employee to a manual policy, the employee will continue to receive regular accruals as they still list as an active employee.
Make a manual adjustment
If necessary, make a manual adjustment by subtracting time from the employee's balance when they go on leave. You can do this action by hovering your mouse over the time off category and clicking the +/- button.
For example, my policy grants time off on the 1st of the year, and an employee goes on leave during the year, which means I manually subtract time from the employee's balance to reflect the portion of the year that the employee was on leave of absence.
Do not forget to update the Employment Status table with the details of your employee's leave of absence. You will want to add a new line to the table when the employee starts and returns from a leave of absence.
Navigate the employee's Time Off tab. Hover your mouse over the specific time off category and click Change Policy. Select Move To Another Policy.
Select a time off policy. Then, using the Specific Date option, set the date for when the employee will be returning from their leave. In the accrual preview, you will see the first accrual* the employee will receive upon return.
*Notice the first accrual has a prorated amount because the policy setup prorates the first accrual. The employee is returning on March 15, which is in the middle of the accrual period.