Setting up time-off balance expiration

🖥 Open in Shiftbase

Time-off balance expiration makes it easy for managers to automatically manage leave balances, helping everyone stay on the right side of labour laws. Plus, with Shiftbase, employees receive friendly reminders about their expiring balances, so no one has to worry about missing out.

Contents

Setting up time-off balance expiration

Time-off balance notifications

Migration to Statutory & Non-statutory with Absence Expiration

How to easily manage expiring balances: Statutory and above statutory

Setting up time-off balance expiration

To set up the time-off balance expiration you will first need to navigate to the Settings (gear icon top right) and then click on the tab Absence on the left side of your menu.

Now we will first need to set up a time-off balance. For that, we go to Balances and click on + Create balance.

Give the balance a name, fill out the format the balance should have, and set the default accrual based on a full-time employment. 

To work with expiring balances, you will have to enable the slider on Expiration. You now have to decide when balances expire after the accrual year. In the image below, we have selected that a balance expired 6 months after the year that they have been accrued. 

In practice, this means that if an employee has 20 hours left this year, these 20 hours will expire after June next year. 

When you're done, press Create.

You have now created a new time-off balance that you can link to an absence policy. After that, you can choose an absence type that you will be able to enable in the absence policy. Now the only thing left to do is link this absence policy to a contract type.

Time-off balance notifications

Each month, you'll receive a friendly email reminder about your employees' expiring time-off balances, so you can easily stay on top of their leave management.

Employees will receive email notifications at 6 months, 3 months, and 1 month prior to their balance expiration, providing them with details on how to effectively utilize their upcoming time off.

In Shiftbase, you will find the exact date for expiration in the employee their Absence menu.

Migrating existing balances to expiring balances

To learn how you can migrate from existing balances without expiration, to balances with expiration for the use case of statutory vs non-statutory balance accrual, you can follow this article.