This article explains how clients who have enabled the Deel HR time off feature can build a customized time off policy for their workers.
Once a time off policy is set up, the configured managers and time off policy approvers can review worker time off requests on the Deel platform.
Important: Clients with the Deel HR time off feature can build a customized time off policy for all worker types except EOR Employees.
In this Article:
How to create a Time off Policy for Workers
How to import past time-off balances into new time off policy
How to Create a Custom Time Off Policy
✅ Step 1 - Organization Settings > Time Off card
Click View to configure time off management through Deel and create custom policies.
✅ Step 2 - Add New Policy
In the Policies tab, click the Add New Policy button.
Clients can now Select a Template or Start from Scratch.
We strongly recommend using our pre-existing, legally configured suggested Time Off Policy Templates to ensure compliance with the country's requirements and save time when constructing the time off policy.
Clients can view the details of each suggested policy to make edits or publish all policies for the respective countries to continue for an initial setup. Clients can edit the policies at any later point in the organization settings.
✅ Step 3 – Select Policy type and add a description
Select the policy type and add the policy name and description. Please specify if this policy is applicable for long-term or short-term absences.
Selecting a policy for long-term absence will trigger a notification system to employees before they return back from their long-term absence.
✅ Step 4 - Determine time off allowance and other details
Clients can now select how the time off allowance will be structured for this policy type and choose between paid or unpaid time off.
Clients should now determine the time off allowance. There are two types of time off allowances:
- Single Allowance: Workers can request time off but are limited by a base time off allowance. Clients will enter the permitted time off allowance annually.
- Unlimited Allowance: Workers can request as much time off as they want, without being restricted by a set time off allowance.
For the Vacation type time off policy, clients can also select a Base allowance with an additional allowance time off allowance. This option can be used if the clients want to provide workers with
- a base allowance, and
- an additional allowance with a separate configuration or payout criteria.
Once the base allowance has been used, the additional allowance will activate automatically.
We recommend using a Vacation time off - Base allowance with an additional allowance configuration for more complex time off policies. This could be where you need to meet statutory requirements in a country, alongside providing an additional allowance with separate rules and criteria.
Clients must decide how their workers receive their time off allowance and how frequently the worker's time off balance will be calculated and accrued. Time off can accrue Weekly, Bi-weekly, Monthly, or Yearly.
Clients can enable the workers to take paid time off before the days have accrued (i.e. carrying a negative balance), and also toggle on the option to allow workers to carry over unused time to the following year.
✅ Step 5 - Specify Request rules
Clients can now specify general request rules. These rules allow clients to set leave length restrictions such as limiting the maximum number of days off for workers and setting a minimum number of days off that workers must take.
Clients can also enable retrospective leave requests and allow their workers to modify the used or approved time off. Additionally, they can also set waiting periods for new hires.
✅ Step 6 – Assign roles for request approvals
In this section, you can choose if the time off request requires approval, specify how approvals work, and choose a time off approval policy.
✅ Step 7 - Configure balance and rollover expiry notifications
In this step, the clients can set up reminders to be sent to their workers for rollover and balance expiry dates. The workers will receive these reminders to help them prepare for their upcoming expiry dates by taking time off.
The Time Off Policy can now be published.
How to View Time Off Policies
✅ Step 1 - Select the Organization Settings icon > Time Off card
✅ Step 2 - Use Filters to review Time Off Policies
Filter the view to a specific policy type, country, state or region. Clients can also click on any listed TimeOff policy to have a detailed view.
How to Import Past Time Off Balances Into New Time Off Policy
After setting up a time off policy for the workers, clients can reach out to us to import their previous time off data including upcoming approved PTO into the current policy they've set up.
Please ensure that there is an existing time off policy before starting the import process to ensure accurate allocation of leave requests.
To begin the import process, simply share the workers' past time off event exports and starting year balances with us. Our team will handle the rest and ensure a seamless integration of this data into the current time off policy.
For further assistance please contact the CSM directly or reach out to support.
FAQs
[ACCORDION] How do I allow my workers to request hourly time off?
To enable hourly time off requests for your Direct employees, choose hours in the unit section and select the allowance.
In the request rules section, toggle on the Hourly requests option.
This will allow your workers to request time off in hours.
[ACCORDION] Can workers request a half-day off?
Yes, when a direct employee fills out a time off request on Deel they can select the option to request only a half-day off.
[ACCORDION] Can workers request unpaid time off?
Yes, when a direct employee fills out a time off request on Deel they can select the option to request unpaid time off.
[ACCORDION] Can workers request time off during their termination notice period?
Yes, time off requests are not restricted based on approaching termination. Workers could take off time during their notice period, up to and including their contract end date.
[ACCORDION] How can clients review Time Off stats of their workers?
Clients can view the time off reports under the Reports tab in the Analytics icon on their Homepage.
The time off summary report will show a breakdown of balances and usage per worker per policy for the selected reporting period.
The time off request report will show all individual time off requests for the selected reporting period.
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