Time Off Management

Time off management is the administration of employees’ time off in a company which should abide by the minimum leave entitlement. How companies handle time off management depends on their local regulations and internal company policies. The most common types of leave are holiday, remote working, and sick leave.

Paid time off regulations:

How much paid time off an employee is entitled to is subject to federal and internal company policies. In fact, paid time off regulations differ greatly across the globe. While every country belonging to the European Union has at least four work weeks of paid vacation, the United States does not have any regulations regarding minimum paid time off. 

For the most part, all workers, including part-time workers, are entitled to paid time off. The right for paid time off is also subject to federal and company policies. Sick leave also falls under the paid time off category.

Other common types of leave that need to be considered in time off management include:

  • Parental leave
  • Bereavement
  • Military leave

The above mentioned leave of absences are subject to contractual agreements. Employers may offer extended time off for their employees, but are not allowed in any way to provide less than the minimum paid leave set by employment laws. Due to the variation in paid time off regulations, it is important to work with a time off management tool that allows you to stay compliant with the law and manage time off policies according to location with the greatest of ease.

Why time off management can be a nightmare:

Due to its nature, time off management has become a nightmare for small and medium businesses, even if they manage small teams. The time off management process will always require someone in the team to review remaining leave balances and based on these, decide whether or not to approve leave requests made by employees.

This person’s sole decision can completely break the business operations if too many overlapping holiday requests are granted. Besides the big responsibility of overseeing time off management, manually tracking and updating remaining annual leave every single time a request is granting is too time consuming to be effective.

Time off management back then

In an effort to provide an effective time off management, many companies still use on the wall calendars or a excel leave planner. These two very common ways to manage annual leave entitlement have proven to be error-prone and ineffective.

Wall calendars can become overwhelming and filled with sticky notes that may be overlooked by the time off management responsible. What’s more, they do nothing to track existing absences or remaining leave balances.

What about the excel leave planner? While it’s a better way to track absences and remaining leave entitlements, they’re still error prone. In fact, 88% of internal spreadsheets contain mistakes. It only takes an incorrect formula to replicate the mistake across the rest of the time off records and trigger chaos.

What’s worse, most employees request time off by email, word-of mouth or even paper leave request forms. Without managers having a clear overview of every existing leave requests, they can easily be forgotten and result in unexpected absences. Considering 77% of employees expect easier ways to complete routine tasks such as requesting for time off, it’s important to look for a more effective time off management.

Meet digital time off management:

In order to make the benefits of the digital HR available to SMEs, we created a cost-effective solution with time-off management that feels like holiday. With kiwiHR, you’ll love your holiday manager as much as your holiday.

  • Your employees can request leave on any device at any time and enjoy lightning fast time off management.
  • Set time off policies once and be done. Define allowances for different types of leave such as sick leave, holidays, remote working or create your own if needed. Assign your employees to the correct policy, and check holiday accruals off your list!
  • Enjoy automatically updated and error-free leave balances. View remaining leave balances for each employee in a single source of truth. With a digital time off manager, you can forget about mistakes. 
  • Get a clear overview for requested leaves, overlaps with public holidays or other leave requests without losing remaining balances out of sight and employees’ time off history.
  • View the integrated calendar showing the whole company’s time off and synchronize it with your favorite calendar.
  • With a centralised overview of time off balances and filters to get the right information you can make data-driven decisions to approve or decline employees’ leave requests.
  • Get rid of paper records and save storage space. Keep your employees’ time off history digital and clutter-free in a single and secure HR software.
  • Employees won’t need to draft an email every time they want to request leave anymore and you won’t have to look for hints in your mailbox to review employee’s leave history.

How to further enhance time off management

While using a time off management software is great to automate the administrative parts of it, there’s still some human intervention needed. Here are a couple of best practices to improve time off management:

Introduce absence management policies

If your company suffers from high absenteeism levels, then you should implement absence policies that deter and offset the negatives of poor attendance. How companies implement these policies varies by preference. The most common practices include return-to work interviews, trigger mechanisms to review attendance, implementing a time off management tool, and providing flexible schedules or remote working. In this absence management article, we take a deeper look at how the right strategies can help you decrease high absenteeism levels. 

Encourage holiday planning well in advance for a better time off management

How far in advance you decide to plan holidays depends on your company. For instance, in the manufacturing sector, employees are requested to plan their holidays for the coming year. While in the healthcare industry, holidays are planned from three to five months in advance. You don’t need to ask employees to plan their vacation so ahead of time, but 4-5 weeks prior to their holiday can help you get a more structured time off management and adjust operations more flexibly.

Talk about your time off management rules during training

Time off management can only be successful when everyone is well-informed about time off policies. Set expectations regarding holiday approval during orientation. Let new hires know that it might be hard to grant holidays during peak periods. Encourage them to share their holiday plans well in advance, this will ensure your time off management stays on point.

Ready to make the time off plans of your dreams?

Optimise your leave management with kiwiHR's digital time off management and start saving valuable time and resources. Sign up now for a 14 day free trial.

C

  • Compassionate leave

E

H

O

P

T

More from kiwiHR blog

  • Insights
  • HR guide

Understanding the struggle for equal pay in the UK

As the UK continues to face a gender wage gap, explore the concept of equal pay, how we got here, and where we're headed in the 21st century.

Aude Creveau