Background information
There are two ways to manage part-time employees’ leave entitlements, depending on whether or not you prorate their leave rights.
Leave days are counted in a specific way for each of these two methods: the part-time days are not counted as absences for prorated entitlements and, conversely, they are counted for non-prorated entitlements.
Jurisprudence seems to favour not prorating part-time employees’ leave entitlements but, in practice, many companies find it easier to prorate entitlements.
Timmi Absences allows you to choose between these two methods.
This article covers the following points:
- Managing non-prorated part-time work in Timmi Absences
- Managing prorated part-time work in Timmi Absences
Managing non-prorated part-time work in Timmi Absences
Non-prorated leave
From the Configure > Accounts module, it is defined in the account category whether or not the part-time leave entitlements are prorated.
To change these settings, click on the modify icon for the account category you want (account categories are bolded).
Part-time employees’ leave entitlement profile
Part-time employees must have a similar profile to full-time employees: 25 business days or 30 working days. To edit or verify your employees’ leave entitlement profiles, go to the Directory/Co-workers > User files. Select the user file and verify the Timmi Absences profile element.
To create a new leave profile, please visit our help page on this topic.
The labour code also specifies that the deduction method must be identical for both full-time and part-time work and cannot disadvantage the employee.
To respect this, the deduction method for non-prorated part-time work is as follows:
- all days between the first day of leave and the day before returning to work, except for weekly rest days and public holidays, are deducted.
- so that one population is not treated unfairly compared to another, it is customary to ensure that no more than 5 part-time days are deducted from annual leave.
For example: if a non-prorated part-time employee with Wednesdays off asks for a week of leave, 5 days will be deducted. If 5 Wednesdays were already deducted from their balance, then 4 days will be deducted.
Part-time employees’ days worked
You must create a work cycle for the employee to define their days worked, so that these days appear in their schedule and deductions are correct. To do this, please visit our help page on this topic.
When the work cycle is created, you must enter it in their user file.
To do this, go to the directory/Co-workers > User files. Select the file for the user in question and change the Workcycles data.
Managing prorated part-time work in Timmi Absences
If you prorate leave entitlements for part-time employees, you must manage your leave in business days and configure your payroll software accordingly.
Prorated leave
From Configure > Accounts, it is defined in the account category whether or not the part-time leave entitlements are prorated.
The phrase ‘part-time entitlements are: prorated/non-prorated’ applies only to accounts managed in business days. Indeed, it does not make sense for leave in business days or hours:
- In working days: all non-working days are deducted except the weekly rest day and public holidays.
- In hours: all days are deducted based on the theoretical working time defined in the work cycle.
To change these settings, click on the modify icon for the account category you want (account categories are bolded).
Part-time employees’ leave entitlement profile
Leave entitlement profiles assigned to part-time employees must be prorated based on the number of days worked per week.
For example: if an employee does not work one day per week, instead of accruing 25 days of annual leave, they will accrue 20 days (25x80%). The 20 CP + 12 RTT profile below (20 annual leave + 12 working time reduction days) is an 80% part-time profile.
To edit or verify your employees’ leave entitlement profiles, go to the Directory/Co-workers > User files. Select the user file and verify the Timmi Absences profile element.
To create a new leave profile, please visit our help page on this topic.
Part-time employees’ days worked
You must create a work cycle for the employee to define their days worked, so that these days appear in their schedule and deductions are correct. To do this, please visit our help page on this topic.
