This article is for Sage HR users with the Leave Management module. If you use Sage HR Essentials instead, some options differ, so use our HR Essentials article.
Time off policies let you see how much leave employees take, what type it is, and how much they have left. With Leave Management, you can create as many policies as you need.
📎 NOTE: Sage HR includes two example policies by default:
Vacation
Sick day
These are sample policies to help you get started. Create your own policies to use instead, then delete the examples. Don’t assign employees to the 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.
When creating a new policy, click Add new policy. When editing an existing time off policy, click the Settings option next to the policy.
Give the policy a name and a description.
This description appears to employees when they're requesting time off.
Allocate a set number of days or hours. You can allocate time off in these ways:
Once
Per year and accrue
Accrue based on an event - Typically, you use this to create a parental leave policy
Based on time worked and accrue - Typically, you use this to create a labour-based policy
You only need to set the number of days or hours when you select:
Once
Accrue based on an event
When you select:Per year and accrue
Based on time worked and accrue
Set the number of days or hours, then choose the accrual frequency, such as annually, and set a reset date.
📎NOTE: Reset dates mark when the accrual period ends. On this date, unused days expire unless you allow them to carry over into the next period.
Choose how the policy calculates working days and daily hours. You can base this on Calendar settings or base it on a Working pattern.
When you set up a policy based on time worked and accrue, you can also choose Timesheets as the source.
⚠️CAUTION: After you save this setting, you can’t change it. To switch later, create a new time off policy and pick the other option.
Calendar settings is the default option, which uses the employee’s employment status. This includes their full time equivalent and any days marked as weekend days.When you select Calendar settings or Timesheet, you can:
Enter what the default working hours are
Choose whether weekends count as working days. When on, the system counts any time off taken on weekend days against the policy allowance
Choose whether public holidays count as working days. When on, time off taken on public holidays comes out of the policy allowance
When you choose the Working pattern option, the policy uses each employee’s working pattern automatically. You don’t set default working days or daily hours in the policy.
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 Settings.
Add or remove employees from a time off policy
Once you've created a time off policy, you can assign or unassign employees to that policy at any time.