Setting up Time Off for part time employees can be tricky. Once you set it up however, everything works seamlessly and you won't need to do any complex calculations.
This help article outlines some simple ways you can set-up Air's time off policies for part time employees.
- The employee works less than 5 days per week
- The employee works 5 days per week but works less hours per day than full-time employees.
#1 The employee works less than 5 days per week
Regardless of whether your employees work full-time hours on the days they do work, or work different hours on these days, you'll need to set up a new time off policy to handle time off for these employees.
Setting up a work schedule
A new policy is needed to manage employees who don't work 5 days per week because when employees book time-off for a period that spans across a day when this employee isn't working, Air needs to know which days to deduct from the employees allowance and which ones not to. For example:
- An employee works from Monday - Thursday each week
- The employee books a holiday from Thursday to Monday.
- Air needs to deduct one day for Thursday and Monday (2 in total) but not one for Friday.
Setting up the correct holiday allowance
To help you calculate how many days holiday you need to give part time employees, you can use this calculator. You'll need:
- number of holiday days that full-time employees get
- number of days worked
- are the days equal in length to full-time employees? If not, how long are they?
#2 The employee works 5 days per week but works less hours per day than full-time employees.
For this scenario you can choose to either set up a new time off policy or to pro-rata an existing policy. If you choose to pro-rata an existing policy, you'll automatically be shown these options when you set up an employee as working "Part time" (note: You'll only see this option on the full "add employee flow" and not on the quick-add options which allow you to invite someone by simply adding their email address).
Whether you set up a new policy or choose to pro-rata an existing one depends on whether you want to provide these part time employees with the same time-off policy terms (like carry-over allowance, accrual policy etc).
- If you want to provide the same policy terms - we recommend you add an employee to the standard time-off policy and select to pro-rata time off.
- If you want to provide different policy terms - we recommend you create a new policy with the terms you want to provide new employees
Changing the employment type of existing employees to part time
For this scenario you should go to employee’s profile and then to Job Details.
When you change the employment type to Part-time, you should set how many hours per week an employee works. Based on this number, Air recalculates the hours per day and an employee’s Time off allowance.
For example: John Doe was Full time employee with 40 hours work week and 20 days (or 20*8 = 160 hours) yearly allowance. You change his employment type to Part-time with 20 hours work week. Now John doe has 4 hour work day and 20 days (or 20*4 = 80 hours) yearly allowance.
Changes you make to an employee’s employment and corresponding allowance takes effect from the accrual period following the change date. The exact date will vary depending on what accrual your policy has. If you want changes to take effect at a different date, you’ll need to make a manual time off adjustment.
Q: What happens if employees work different hours each day of the week?
You can choose one of the following:
- Choose one of the above options (add them to an existing policy or create a new policy for them) and when they book holidays, manually adjust their balance depending on which days they've taken off. If they've taken off a whole week, you won't have any issues. This is the simplest way of handling this.
- Manually adjust holiday balances each time the person takes some time off.
You can read more about how to manually adjust balances here.
We're always here to help you navigate this topic - and look forward to hearing from you.