Attendance - Accrue Time-Off by Hours Worked

Important!   Click Settings > Global Settings > Attendance. For this to work, your Display Mode must be set to Days

These instructions accommodate a workday of any length and assume a 365-day year.

The average number of weekly workdays multiplied by 52 weeks = X workdays a year. Assume perfect attendance. By this we mean that the employee has not missed any days or partial days in a year. He/She was out only for vacation, holidays, and any other days off you consider to be legitimate. We’ll call this variable Y.

1.  Subtract Y from X.

X “total workdays” Y “legitimate days off” = the actual number of workdays in a year.

2.  Multiply the result of step two by a reasonable average of hours in a day.

Number of workdays a year x number of hours a day = number of hours a year.

Assuming were talking about vacation, and the only time off taken was legitimate, how many days of vacation would an employee earn that year?  For our example, we’ll use 10 days

3.  Multiply the maximum number of vacation days by the number of hours in a typical day. In our example,   we’ll use 8 hrs

10 days x 8 hours per day = 80 hours.

4.  Perform backwards division. Divide the result of step 4 (total vacation hours off per year) by the result of step 3 (total number of hours worked in a year @ full days and with perfect attendance). 80 hours of vacation time a year divided by 1,864 hours worked in a year = .0429 hours of vacation time earned for every hour worked.


You allow 10 days vacation, 5 days sick, 3 days personal and 9 holidays. Total: 27 days off a year.

52 weeks X 5 days per week = 260 workdays – 27 days off = 233 workdays.

Assuming an 8-hour day. 233 days X 8 hours a day = 1,864 annual work hours.

8 hours a day X 10 days off per year = 80 hrs of Vacation per year.

80 hrs of Vacation per year divided by 1,864 hours worked = .0429hrs or .043 hours of vacation time earned for each hour worked.

To verify: Multiply .043hrs of vacation x 1,864 hours worked in a year (perfect attendance) = 80.152 hours of vacation annually.

Limit the actual maximum earned to 80 hours by entering that amount under Max Annual Earn on level 1 of the Time-Off plan.

80 hours of vacation annually divided by 8 hours (our example workday) = 10 days off a year.

Note: You must enter a W on the calendar for each day worked. You then must right-click on the W and select Absence Detail. When the Absence Detail screen opens, click twice on 8.00 hrs. Type in the actual number of hours. Keep in mind that a partial hour is represented as decimals, not minutes. The program will read the time values you assign to each W to accrue the correct amount of Time Off.



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