Attendance - Understanding Time-Off Banks

Time-Off Banks are often misunderstood. When first installed, Gradience Attendance comes with three Time-Off banks as shown in the image above. They are:

  • Vacation
  • Sick
  • Personal

--IMPORTANT-- These are not the reasons people are absent. They are the banks that hold earned Time-Off that people use when they take paid leave. 

It is highly suggested that you click Settings > Time-Off Banks and add the word Bank to each of the banks listed. Rather than having:

  • Vacation
  • Sick
  • Personal

You would instead have:

  • Vacation Bank
  • Sick Bank
  • Personal Bank

--IMPORTANT-- Many NEW users of the software mistakenly add new banks called: No Call No Show, Unexcused, Jury Duty, Tardy.

There is no need to create such banks as these are fall under Absence Reason Codes. To know more about Absence Reason Codes visit this ARTICLE

Similarly, whenever you create a new Time-Off plans; add the word Plan at the end of each plan name. This way you'll have things like:

  • Vacation Plan
  • Sick Plan
  • Personal Plan
  • PTO Plan

Adding those words after each bank or plan will help you to easily identify one from the other when you assign plans to banks for each of your employees, you will see this on the Time-Off Assignment screen.

Here is an example of altered Bank Names with the altered Time-Off Plans:

According to the image above, this particular employee does not earn any Floating Holiday time. Another employee may.

--NOTE-- You will also notice above that there is a plan called None. Please leave this one alone. Do not edit, delete or add the word Plan after it as suggested earlier. 

EXCEPTION TO THE RULE

You may find that you want to see the number of times someone was tardy or left early or took an unexcused absence or was out for Jury duty or took a Comp Time day. These and all other absences can be tracked in the Absence Detail Report so you should not have to create banks for such things.

Nevertheless, some people prefer to see this information at the bottom of the Calendar screen, If that is you, by all means create these additional banks but don’t bother placing the word Bank after them except for Comp Time.

Doing this however, will require you to assign the plan called (None) to each of these additional banks and it will require that you establish the particular Absence Reason Codes that ought to debit these additional banks.

To know more on how to create new Time-Off Banks visit this ARTICLE. 

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