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Time off balances

Many employees will earn time off in hours or in days, which they can use to be paid during an absence from work. Keep track of this information in SchoolInsight Financials so that you always know how much time off an employee has available to use and to report it to retirement systems.

Once attendance modes have been assigned to employees, you can add time off balances. The balance indicates how much time is available to be used, and it is typically reduced through the recording of an absence or at termination by paying off unused time off.

The following sections describe three ways to adjust time off balances:

Mass add time off

At the start of a new contract, a lump sum of time off will usually be added to many employees at once.

To mass add time off balances:

  1. Go to Financials Main > Human Resources > Employee Attendance/Time Off/Substitutes
  2. Mass Edit Time Off
  3. Enter the newly earned hours/days in the Credit Amount columns. This amount will be added to the current balance.
  4. Save

Individually add or remove time off

Occasionally, changes need to be to an individual’s time off balance, such as when an employee earns extra time off in exchange for working on a holiday.

To adjust a single employee’s time off balance:

  1. Go to Financials Main > Human Resources > Employee Attendance/Time Off/Substitutes 
    • or go to Financials Main > Human Resources > Employee - Single View, look up an employee, and select the Attendance/Time Off tab
  2. Add/Remove Time Off
  3. Select an employee if you came from the Employee/Attendance/Time Off page
  4. Choose the appropriate option:
    • Add Other Time Off
    • Remove Time Off
  5. Choose the Date on which the adjustment is effective
  6. Next to the time off type enter the Amount to be Adjusted. You’ll see a (h) or (d) to indicate whether the employee uses hourly or daily attendance mode.
  7. Save

Edit time off or absence entries

Some mistakes can be corrected by editing time off or absence entries, even after the entry has been imported into payroll. Time off entries can always be edited. An imported absence entry won’t let you change the time off amount, but you can change the time off type if the wrong one was selected.

To edit time off and absence entries:

  1. Go to Financials Main > Human Resources > Employee Attendance/Time Off/Substitutes
    • or go to Financials Main > Human Resources > Employee - Single View, look up an employee, and select the Attendance/Time Off tab
  2. Select an employee if you came from the Employee/Attendance/Time Off page
  3. Edit the incorrect entry and correct the time off amount or the time off type
  4. Save