Gradience Attendance Pro / Enterprise - 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

You may find that you don't need one or two of them or that you need to rename one or more of them to something more appropriate for your organization. It is important for you to understand that 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.

By the way, I strongly suggest you click Settings > Time-Off Banks and literally 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

Many NEW users of the software mistakenly add new banks called...

  • No Call No Show
  • Unexcused
  • Jury Duty
  • Tardy

They do this because they mistake these for [reasons people are absent. That is not what these are. They are [banks]. When you add the word Bank to them you get...

  • No Call No Show Bank
  • Unexcused Bank
  • Jury Duty Bank
  • Tardy Bank

At this point you discover your mistake. After all, how much No Call No Show Time do your employees earn? How much Jury Duty Time do they earn? How much Tardy Time do they earn? The answer of course is... None.  So, why have a bank for such things? Often customers tell me... "This is not a bank". My reply is... "Yes it is. Look at the title of that column".

Later on you can still eliminate any that you find that you don't need but for now, (if you are new to the software) renaming them this way will aid in your learning how to use the software. Also, whenever you create a new Time-Off [plan] I highly recommend you use the word Plan at the end of each plan name. This way you'll have things like...

  • Vacation Plan or...
  • Sick Plan or...
  • Personal Plan or...
  • PTO Plan or...
  • Floating Holiday Plan or...
  • Bereavement Plan... and so on and so forth.

This may all seem rather silly and simplistic but the reason I recommend this is to drive home the important distinction between a bank and a plan. Ultimately, when you assign [plans] to [banks] for each of your employees, you will see this on the Time-Off Assignment screen. When it becomes glaringly obvious on that screen, you will have a much better grasp of how the software works. 

You will also notice in the Attendance program that one plan already exists. It is called (None). Please leave this one alone. Do not hijack it and turn it into something else, do not delete it, and do not add the word Plan after it as I have suggested you do for other types of Time-Off plans. 

Here is an example of altered Bank Names with appropriate assigned Time-Off Plans.

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

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.

Click here to add, delete, or edit Time-Off banks.

 

 

 

 

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