Configuring rolling absence plans

Absence administrators must enable rolling absence plans to always allot time off to employees.

Employers use rolling absence plans to provide employees a designated number of time off within a period of time. For example, Plan A has 10 available days with 100 percent pay as time off requests which the employee can use within 6 months. If the employee does not use the available days within the alloted time frame, then the the time off hours becomes available on the next time period within another rolling absence plan.

Employers provide additional days off at a reduced rate. For example, Plan B has 5 days at 50 percent pay over six months. The lookback period is six months.

Employers provide additional days off with more reducted rates. For example, Plan C has 0 percent compensation with a lookback period of six months.

Over a period of six months, if an employee takes time off after using all days of the alloted time off with 100 percent pay, then any time off requests the employee takes is paid by 50 percent. If the employee used all days off the allotted time off with the 50 percent plan, then the employee is unpaid. The employee must refer to the Entitlement table to view all rolling absence plans.

Absence administrations must set up all plans in the Rolling Absence Link Table with Rolling Absences and complete these fields:

All plans require values to the Time Off Request fields.
All plans except plans with 100% paid in the link table must have the Restrict Time Off Requests field selected.
The Entitlement Table is different for each plan but is required.
The Rolling Absence Link Table is the same for all plans and is required.
You must specify the Lookback Period for all plans except the unpaid plan in the link table.

Select Set up > Organization.
Click Create.
Select the organization.
Select the plan type.
Select the eligibility group of the plan.
In the Details tab, select the Enable Rolling Absence Plans check box.

Optionally, absence administrators can enable the rolling absence plans individually by clicking the Rolling Absence Plan tab and selecting the Allow Rolling Absence Plan check box.
Specify this information:

Entitlement Table

Specify the absence table to specify the number of time off an employee is allowed to request during lookback periods.

Rolling Absence Link Table

Specify the absence link table to specify how the plans are linked.

If the entitlement of one plan is depleted, use the link table to determine which plan acquires a time off request.
In the Absence Table section, specify this information:

Description

Provide a short description of the absence table.

Version Date

Specify the start date of the absence table version.

Rule Type

Select Rolling Absence to specify that the table is only for rolling absences.
In the Primary Lookback Period pane, specify this information:

Period

Specify the timeframe in which employees can use the entitlement acquired from the Entitlement table.

If the initial Entitlement is 10 days, you can use the Primary Lookback Period to check if the employee has used 10 days within the last 6 months or as of the time off request.

If the employee has not used 10 days, they can request more time off for the plan.

Unit

Specify the unit of the primary lookback period period in days, weeks, semi months, months, or years.
In the Secondary Lookback Period pane, specify this information:

Period

Specify the timeframe to check if the employee has used 10 days as time off within the last year or as of the time off request date.

Unit

Specify the unit of the secondary lookback period in days, weeks, semi months, months, or years.
Click Save.

The employees can use enabling rolling absence plans without waiting to accrue their time off hours.

Note: Absence administrators must enable time off requests for the plan to have rolling absences. If the Restrict Time Off Requests is selected, then the absence plan cannot have rolling absences.