Namely Toolkit: Time Off

This toolkit contains all of the information you need to manage Time Off in Namely, and will answer any questions you have from configuring PTO and Holiday plans, making and managing time off requests, and more!

Configure and manage employee Time Off in HRIS.

GETTING STARTED:

Before you start managing Time Off in Namely, you'll want to review these articles to ensure your team is set up to successfully leverage all of the features we offer to optimize your PTO tracking.

Access

1. Roles and Permissions for Time Off- This article explains the roles and permissions, field group bundles Namely Time and Timesheets settings your team needs to configure Time Off.  

Time Off Resources

1. General Comparison of PTO platform- Familiarize yourself with the overall implementation, experience, and maintenance process for Time Off, Namely Time, and Timesheets.

2. Namely Recommended: Namely Time vs. Time-Off Functions- Learn about the different offerings available in Time Off and Namely Time.

COMPANY HOLIDAYS:

Learn how to set up paid company holidays, and how to assign different groups of employees to your holiday plans.

Creating and Assigning Company Holidays

1. Building Company Holidays in HRIS- This manual provides steps to set up your company's holiday schedule.

2. Updating Company Holidays- If you're considering adding any additional holidays, such as Juneteenth, you'll want to ensure the update is made in Namely.

Syncing your Company Holidays and Calendar

1. Syncing Your Company CalendarKeep track of your time off and other important dates with any external calendar app that supports iCalendar.

Time Cards

1. Adding Holiday Hours in Namely Time - Setup and assign Holiday hours to Namely Time.

Frequently Asked Questions

How do I add a company holiday?	Are holidays included in time taken off when requesting time off?
How can I sync my Company Holidays to Namely Time?	How can I sync the Namely calendar with my Google calendar?
Why are my company holidays in Namely not displaying in Outlook?	Do company holiday hours automatically populate on employee timecards?
Can employees add holiday hours to their Timecards?	Where does an employee add holiday hours on their timecard?

TIME-OFF PLANS:

Once your Company Holidays have been set up - it's time to set up your Time Off Plans! These articles will help you configure time off plans that suit your company's - and your employee's needs.

Creating and Assigning Plans​

1. Configuring and Assigning Time Off - Learn how to create a new time off plan and time off type - then assign them to employees.

2. Time-Off Accrual Frequency Descriptions and Examples - Understand the different types of accrual frequencies, how they are calculated, and refer to examples of each.

3. Time Off Best Practices- Get to know the tips and state-specific best practices when setting up company time off plans.

4. Namely Recommended: Configuring a PTO Plans with Tenured Employees - This article provides tips for configuring a plan for tenured employees.

Configuring and Assigning Plans: Frequently Asked Questions 

How do I assign a time-off plan to individuals?	How do I mass assign a time-off plan?
How do I add a time off plan to an employee's profile?	How do I make a time off plan visible on the calendar?
How do I mass remove employees from a time-off plan?	How is PTO calculated in Namely?
How can I change a time off plan renewal date?	How do I set up a time off plan that does not automatically renew each year?
How do I update my time off plan from hours to days?	How do I delete a Time Off plan?

Resetting a Plan

After a Time Off Plan has been edited or newly created and assigned to employees, the plan should be reset to ensure that the new plan selections are applied and the accrual has been calculated correctly with the proper date.

What does resetting a time off plan do?	Can site administrators reset Time Off plans for all employees?
Should I reset an employee’s Time Off plan after they’ve been assigned to a new plan?	How do I reset an employee's time off plan?
When should I reset an employee's time off plan?

Time Off Carryover and Accrual

1. Time Off Carryover TipsLearn the tricks of the trade to better understand some of the nuances of carryover administration.

2. Namely Recommended: Pausing Time Off Plan Accruals - Follow the recommended best practices if you need to stop employee's Time Off plan from accruing.

Accrual and Carryover: Frequently Asked Questions

How can I configure my time off plan so that carryover balances expire?	Are negative time off balances carried over into the next plan year?
How can I adjust the expiration date for time off carryover?	How do I manually add Accrual/Carryover?

REQUEST AND APPROVE TIME OFF:
Once your plans have been created, it's time to put them to use! These resources explain how time off requests are made - and approved.

Managing and Requesting Time Off

1. Managing and Requesting Time OffFamiliarize yourself with the Time Off Summary page to view, request, and manage your time off.

Frequently Asked Questions

Can dotted line managers approve time off?	How can I assign a manager to approve time off for their employees?
How do I change/edit the Time Off plan an employee is assigned to?	Are new hires able to request time off immediately?
Can employees request a half day of PTO?	How can I adjust an approved time off request?
How do I set up a second approval for time off requests?

TIME OFF NOTIFICATIONS:

Personalize your notification settings to keep up with all the Time Off related reminders and requests!

Configuring Notifications

1. Admin Reminders and Calendar Settings - Select the reminders you would like employees to receive regarding time off requests and customize how time off appears on the company calendar.

2. Personal Account Settings- Customize your time off notifications to follow your request status.  

Frequently Asked Questions

How do I configure notifications for Time-Off?

How do Admins configure company-wide notifications for Time-Off?

IMPORT REQUESTS AND PAYROLL SYNC:

An employee's Time Off and Time Off Requests data can be added to HRIS from any time off system as long as the time off data was documented.

HRIS Imports

HRIS Imports: Time Off Request - Mass import Time Off Requests, including leave start and end dates, number of days taken off, employee and manager notes, and more to Namely HRIS.

Payroll Sync: Frequently Asked Questions

How can I ensure PTO balances display on employee pay stubs?

Why doesn’t the PTO accrual on my employee's pay stub match what’s displayed in HRIS Time Off?

TIME OFF REPORTING:

If you need to pull Time Off data - we've got a report for you! 

Custom Time Off Reports

1. Creating Custom Time Off Reports (Namely Time to HRIS) - Ensure PTO balances appear on paystubs by importing the data from Namely Time to HRIS Time Off.

2. Time Off Requests DashboardFrom displaying specific time off information by approver to the plan year and more, the dashboard provides a comprehensive view of trends in your employees' time off.

3. Time Off Report Column Descriptions  - This article defines and provides examples of the columns featured in the Time Off Report.

Frequently Asked Questions

Is there a report that shows vacation hours accrued, vacation hours used, and balance by month?	Is there a report that shows current PTO balances for all active employees?
Is there a report that shows when a PTO request was approved and when the employee requested it?	How can I view an audit trail of PTO approvals?
What does Available Time Off mean?

TROUBLESHOOTING:

If something goes wrong - no sweat! We've got you covered. Here are some solutions to issues we've seen. 

How can I resolve the error "There was an error loading your time off data. Please refresh the page to try again and contact your HR administrator if the problem persists" when viewing time off?	Why can't my employees view their Time Off Summary information in Namely?
Why can’t I add Time Off to an employee’s profile?	How does Accrual Cap affect Time Off?
How will qualifiers with tenure affect January 1st renewal plans?	Will Time Off plans reset automatically at the end of the year?

EMPLOYEE RESOURCES:

HRIS Resources

1. Managing and Requesting Time OffThis guide can be provided to your employees and managers to help them request, and manage time off in HRIS.

Mobile Resources

1. Managing Time Off Requests Using the Namely Mobile App - Provides instructions for Managers to they can view, approve, and deny their direct reports' time-off requests from the Namely Mobile App for Android and iOS.

2. Viewing and Submitting Time Off Using the Mobile App - Employees can view and submit their time-off requests directly from the Namely mobile App for Android and iOS.

COVID-19 RESOURCE CENTER:

Time Off and COVID-19 Resources

1. Tracking Remote Work During COVID-19 - A helpful guide to creating a Work from Home Time Off plan.

2. Coronavirus (COVID-19) in the Workplace - View the Webinar Recording and Slides from our partners at ThinkHR to learn about COVID-19 HR Guidance and Best Practices.

Frequently Asked Questions

Which employers must comply with the new sick leave rules?	Webinar Recording: ThinkHR COVID-19 HR Guidance and Best Practices
What are the applicable reasons for sick leave?

ADDITIONAL RESOURCES:

Comply Database 

The following content is available in our Comply Database. For more details, read: Namely Comply Database and Comply Advice & Action.

1. Leaves of Abscence and Time Off- Learn about the different types of leave that are mandated by federal and state law.

2. Sample Time Off Policies- Develop specific and appropriate workplace policies by referring to these Sample Time Off Policies from Voting Leave to Flexible Paid Time Off. 

3.  COVID Travel Policy: Flexible or Semi-Flexible- Refer to this sample policy if your organization intends to allow high-risk travel.

4. COVID Travel Policy: High-Risk Travel Restricted- Refer to this sample policy if your organization intends to deny high-risk travel with limited exceptions.

Product Release Notes 

1. Custom Naming for Unlimited/Flex PTO Plan Balances - We've made enhancements to the Time Off Settings allowing you to enter a custom name for "unlimited" or "flexible" PTO plan balances.

Namely Blog

1. Compliance With Paid Time Off to Vote Laws Is Critical on Election Day - Is your organization compliant with Time Off to Vote laws? Learn how to avoid the costly penalty provisions for noncompliance for certain state laws. 

2. How to Avoid Work-From-Home Burnout- Once the COVID-19 pandemic hit, 75% of employees have experienced burnout with 40% of them directly attributing it to COVID-19. Avoid burnout and encourage employees to take time off!

3. As Restrictions Lift and Summer Approaches, Will Employees Take Their Vacation Time? - Namely's time and attendance management functionality releases its findings regarding the impact of the COVID-19 pandemic on PTO requests. 

4. Companies Offer ‘Disaster Time Off’ in Face of Hurricanes, Wildfires- When it rains, it pours. Based on Namely's own time off request data, over 60% of storm-related requests were submitted as vacation days. Is it time for natural disaster leave to transition from “perk” to compliance requirement? 

5. What Is Bereavement Leave?- Losing a loved one is extremely difficult. During tough times, work needs to take a back seat as people focus on being with family, friends, and loved ones. Many companies offer bereavement leave as a way to give employees space and time to cope with loss.

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