How to adjust vacation balances

What vacation adjustment is and how adjust employees' vacation balances in Simployer One.

Note: This tool is primarily used by your CSM during the implementation process to make sure the amount of available days are correct for each employee. There might be minor design flaws but these does not affect the end result.

Vacation adjustment is a tool for Owners used to adjust an employee's vacation balance for a specific period or date.

When doing an adjustment in Simployer One, you actually either remove or add days to someone's balance in comparison with adding what they should have. An adjustment can therefore be either a negative number to remove a certain amount of days from the current balance or a positive one to add more days to it.

From there you also need to choose a specific date to represent the period or vacation year you want the change to apply for. For example, choosing a date from the previous vacation year will affect that year's balance.

Keep in mind that adjusting a vacation balance in Simployer One does not mean you telling the system what balance someone should or should not have. It only deducts or adds days but the system will still adhere to the rules set in your company vacation policies (Settings > Time off settings) but also the inbuilt logic in Simployer One.

Adjusting a vacation balance

1. Firstly, find the affected employee's time off page to view their current balance.
   
2. Go to Manage time > Time off - Overview and in the drop-down for "Select mode" , click on "Vacation adjustment". Our recommendation is doing this in a separate tab on your browser so you can see switch between views if needed.
   
3. Find the employee you want to make adjustments for.
   
4. Here you will find:
   
   1. Date: This is where you choose a date to represent the vacation year you want to adjust for. IMPORTANT! It needs to be a date where the employee in question had an active employment, meaning you can't choose a date before their hire date for example.
      
   2. Adjustment: Here you will add either a positive number or a negative one to represent the change in the balance you want to make.
      
   3. Comment: Add a comment here if needed so you know why or when you made the change.
      
5. If needed, you can always remove an adjustment afterwards.
   
6. Go back to the tab with the employee's time off page, refresh the page and make sure the vacation balance looks correct.

Example

You want to remove 3 vacation days from your employee John's balance for the vacation year of 2022 since he has too many saved days in his balance than in reality. Your company vacation year runs from 1 January - December 31st.

1. Date: 2022-12-31

   1. You can technically choose any dates between 2022-01-01 - 2022-12-31 but to ensure that we actually choose a date where John was employed, the safest option would be 2022-12-31 since he might have not been employed at the beginning of 2022 yet.

2. Adjustment: -3

   1. Since we want to withdraw a balance, we add the negative sign.

3. Comment: Adjusted by HR on 2023-05-21