Create or edit a leave account

Before getting started

The creation and overall administration of leave accounts is performed in Configure > Accounts.

This module hosts all the accounts of all your Regulations.

In Timmi Absences, we distinguish between;

Recurring accounts, also called yearly accounts, i.e. the accrual is repeated every year. There are four types: Paid leave, Comp day, Seniority, Extra days for splitting paid leave.
The other accounts, also called non-yearly. There are two types: Sick leave (DSN) andNon-recurring.

Creating an account

To create an account, first click on Create a new account and then choose the account type (comp day, annual leave, etc.)

Finally, complete the form (described below in The different elements of setting up an account and save).

Actions once the account has been created

Once the account has been created, several actions outside of account administration may be required:

Export absence data via the Payroll export: if you use the Timmi Absences payroll export, you will have to attach the new account to its payroll section or to the "Do not export" section if applicable.
Complete the Accounts list: Account lists are mainly used to list absences that impact the accrual of entitlements and to limit visibility to certain accounts. Don't forget to add the new account to the appropriate account list
Define the Accrual profiles: if the account requires an accrual rule (e.g., 25 days per year for the Paid Leave) it must be defined in Regulations > Accrual profile.
Define the Seniority rules: if days accrue on the account based on seniority, the rule must be defined in Credit/debit > Seniority.
Define the Upper limit rules: you can configure an upper limit rule (e.g. Birth, maximum 3 days per request) in Regulations > Rules.

Edit an account

To edit an account,

Search for the account or category* to edit
Hover the mouse over the row so the edit pencil appears on the right-hand side and click on it.

A category is a group of accounts. For example, the Paid Leave category groups together all the Paid Leave 2021/2022, Paid Leave 2022/2023 yearly accounts, etc., or the Leave requiring sick leave category groups together Sick Leave, Maternity Leave, etc. accounts.

*If you want to edit all the accounts in a category (e.g.: all Paid leave accounts), click on Edit the category. Timmi Absences will then suggest applying the change to all the accounts in the category. If you want to edit a single account (e.g.: Paid leave 2022/2023), open the Paid leave category and click on Modify to the right of the account.

The various elements of setting up an account

The form for creating and editing an account allows you to adjust the following settings:

General settings

Account name. If you are working in an international environment, you can specify a translation for each account name in the various languages used by your employees. [Click on the globe in the entry field].
Color: Customized color in which absences are shown on calendars (only users with the right to see the absence details will see the customized color)
Regulations: The regulation included the leave policy applied to a population. This population is defined as a set of establishments. The management of regulations associated with an account allows you to define which establishments will have access to the account.
Category type (Paid leave, Comp days, etc.)
Unit: This setting defines how the absence is counted. Absences can be counted in business days, working days, calendar days or in hours. Please note that hourly accounts can only be used if the users have a work cycle in hours or time entries.
Part-time: This setting is for defining the way non-working days are counted for part-time employees. In order to correctly count part-time days, they must be indicated as such in the employees' work cycle. help page details the counting of part-time in Timmi Absences. This setting is only available for recurring accounts (Paid leave, Comp day, Seniority, Extra days for splitting paid leave) in business days.

Use

Account available to employees: If this setting is activated, employees will be able to use the account. Otherwise the account will only be available in Manage Schedule, for administrators and managers who have access to it. Managers can access the Schedule Management module if the Schedule Management permission is activated. Usually, managers are only given the management of certain accounts (absences to be justified for example), in which case an account list must be created and added to the permission.
Mandatory approval: Approval is required by default, so this setting must be unchecked if you want to remove approval.
Approval of mandatory cancelation requests: If this setting is deactivated, users can cancel their approved future requests, without triggering an approval process. The approver will still be notified of the cancelation of the request.
During a request, display a message to the employee: If the account is available to employees, you can write a message to them here. For example: "Please submit your supporting document to the HR department" for a family event account.

Accruals

For the non-yearly accounts only - Track the balance: Balance tracking must be activated if an entitlement credit is required to use the account. This setting allows you to track accounts with a non-zero balance, in the balance table for users and in Actions to be taken for administrators. In principle, TOIL and Sick Leave accounts in the US require balance tracking, while unpaid leave, family events and self-imposed absences, such as sick leave, do not.
For recurring accounts only - Accrual period: You define the period, over which the days will be accrued, here. To guarantee a consistent distribution of credits to employees, the accrual period must be a year (calendar year or June to May), a half-year or a quarter, and it must begin on the first day of the month and end on the last day of the month.
For accrual via profiles only - Entitlements are credited in full at the start of the period: Check this box if the complete accrual is applied at the beginning of the accrual period (e.g. 12 Comp days on January 1st)
Available only at the category level of a recurring account and for accrual by profile only -Rounded entitlements at the end of the accrual period : As a reminder, the French Labor Code states that paid leave is to be rounded up to the nearest whole number. This help page describes the rounding rules in Timmi Absences.

Consumption

Consumption period: This setting is optional for non-yearly accounts. It allows you to specify the period when days can be requested.
Allow a request before this period: You can decide to simply allow this, allow it but with a warning message for the employee and manager or prohibit leave requests in advance. Please note that, legally, a company cannot deny leave solely on the pretext of it being taken in advance: Can an employee take their leave in advance?
Allow a request after this period: You can decide to simply authorize, to authorize with a warning message for the employee and the manager (this warning will not prevent the automatic allocation when an employee makes a request) or to prohibit requesting leave after the end of consumption date.
Allow half-day requests
Authorize the overdraft (debit balance): With this setting, you can authorize users to request more days than they have accrued to date, within the limit of what they would earn over the current accrual period. They can then have a debit balance. You can also authorize this "rounding limit" to deal with cases when a user has a balance of 0.7 days, e.g. one which prevents them from requesting the full day.
Available in the drop-down menu during a request

Other settings

Counted as an absence: Tick this box for the account to be considered an absence in reports or when synchronizing absences to a third party application such as a calendar or a Lucca application such as Cleemy Expenses (warning if an expense occurs on an absence day), Pagga Meal vouchers (withdrawal of a voucher in the event of an absence) or Timmi Timesheet (reporting the absence in the timesheet).
Counted as absenteeism in reports
Public reason: The reason will be visible to all in the schedule
Include the account in an existing category (optional)
Customize the display order (optional)

Find out more

Counting method, available for Calendar Unit accounts only: This setting ensures that weekends and public holidays are counted if an absence is entered the day before.
In Accrual - Customize compensation accounts: Timmi Absences uses accounting logic. Any debit (days taken) or credit (days accrued) on a leave account is offset by an opposite entry on a compensation account. It is recommended not to edit the default configuration of the compensation accounts.
In Consumption - Forcing the consumption of the balance in one take: For example, if you want the recovery you credit to employees to always be consumed in one take.

In Consumption - For a request, do not suggest this account by default: Tick the box if you want the account to never be suggested first. For example, if your employees have paid leave and days in a time savings account, and need to use the paid leave as a priority, you can select this setting for the time savings account so that it is not suggested by default.

Advanced settings

Click on the right-hand side of the Create an account button to show advanced creation options.

Create an empty category: You can create an empty category and then link accounts to it. A category is a group of accounts. For example, the Paid Leave category groups together all the Paid Leave 2021/2022, Paid Leave 2022/2023 yearly accounts, etc., or the Leave requiring sick leave category groups togetherSick Leave, Maternity Leave, etc. accounts.
Create a movement account: Timmi Absences uses accounting logic. Any debit (days taken) or credit (days accrued) movement on a leave account is offset by reverse entry on a movement account. For example, 1 day accrued on the Comp Day 2023 account will be offset by 1 day being debited from the "Entitlements credited" movement account and 1 day taken will be offset by a credit on the ‘"Entitlements used" movement account.