Once configured, Time Off Types can be added to employee profiles to indicate scheduling unavailabilities.
A time off type can be scheduled to last all day or for a fixed start and end time during the day:
- The employee is unavailable all day and will miss all visits scheduled that day.
- The employee only misses visits which begin and/or end between the scheduled start and end time of the time off.
Additionally, the time off type can be payable or not payable:
- The employee can be paid for their missed visits according to the pay codes of the visits.
- The employee can be paid for their missed visits according to a pay code set up on the time off type.
- The employee can be paid for a fixed duration, according to a pay code set up on the time off type.
- The employee can be left unpaid.
Set up a Time Off Type
- Navigate to Accounting>Accounting Settings>Time off Types.
- Click + New Time Off Type.
- In the resulting dialogue, enter a name for the type.
Service Code: if the time off is meant to be payable according to the time off pay code, choose a service code with an appropriate pay code.
All-day Duration (In Minutes): if an employee's time off is defined as all day, they will appear as unavailable all day, but this default will determine how much time they are paid for (if it is paid). This can be overridden when you add an unavailability to an employee's schedule.
Use Payable Scheduled Hours for Payroll: use this setting to determine if an employee's scheduled hours during a period of unavailability should be counted toward the time off. Note that you will not be able to override this selection when scheduling the unavailability. The following options are available:
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No: select this option if scheduled visits do not impact the time off. If the time off is payable, the employee will be paid according to the pay code linked to the service code selected on the time off type and the number of hours selected for the All-day Duration or the time range specified on the employee's unavailability. Any visits that are vacated as a result of the creation of of the unavailability will not be paid.
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Yes - Using Time Off Type Pay Code: select this option if the employee's scheduled visits should impact how many hours are paid for the time off and if the missed scheduled visits should be paid at the rate of the pay code linked to the time off type service code code. When scheduling time off of this type, any visits that are vacated as a result of creation of the unavailability will be payable according to the time off type pay code. The employee will be paid for the total duration of visits that were vacated upon the creation of the unavailability at the pay code rate of the time off type.
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Yes - Using Visit Pay Code: select this option if the employee's scheduled visits should impact how many hours are paid for the time off and if the missed scheduled visits should be paid at the rate of the pay code linked to the missed visits. When scheduling time off of this type, any visits that are vacated as a result of creation of the unavailability will be paid according to the visit pay code. The employee will be paid the sum of all visits vacated by the unavailability as if they had occurred as scheduled ([visit duration x visit pay code rate] + [visit duration x visit pay code rate] + [visit duration x visit pay code rate]...).
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Available to the following Roles: If no/all roles are checked, the type can be added to any employee. If at least one role is checked, the type will not be an option for employees of the unchecked roles.