Earn TimeOff based on the Number of Hours Worked in a Given Time Period
For a shorter version of these instructions, click here.
To allow your employees to earn a designated amount of TimeOff for each hour worked and allow your employees to earn increased amounts of TimeOff based on longevity of employment, please follow the steps shown or click the PDF below.
Important! Click Settings > Global Settings > Attendance. The Display Mode must be set to “Days”.
These steps are for a workday of undetermined length and assume a 365day year.
There are two important values that must be established initially. (X) and (Y).
First Value:
The number of weekly workdays multiplied by 52 weeks = the number of potential workdays per year. This is X.

EXAMPLE:
5 days x 52 = 260 Potential workdays per year
Secondary Value:
The number of days permitted for, vacation, holidays and any other authorized timeoff. This is Y.

EXAMPLE:
10 Vacation Days
5 Sick Days
1 floating Holiday
+10 Holidays
26 Days of Authorized TimeOff per year.
1. Subtract Y from X to get the actual number of workdays per year.
EXAMPLE:
Potential workdays per year
10 Days of authorized timeoff per year
actual workdays per year
2. Multiply the result of step 1 by the number of hours worked per day to get the total number of hours worked per year.
EXAMPLE:
250 actual workdays per year
x 8 hours worked per day
2000 hours worked in a year (assuming perfect attendance beyond authorized timeoff).
3. Multiply the number of vacation days per year by the number of hours worked per day. 10 days x 8 hours = 80 hours.
4. Divide the result of step 3 by the result of step 2. 80 hours total timeoff per year ÷ 2000 hours worked in a year = .04 hours.
RESULT:
Anyone with this particular TimeOff plan who is eligible for 10 days of vacation per year will earn .04 hours of vacation for every hour worked.
Assuming perfect attendance beyond authorized timeoff, the employee would work 2000 hours per year. (Our Example)
VERIFY:
2000.00 hours worked per year
x .04 hours vacation earned for each hour worked
80.00 hours of vacation per year
Additional Levels:
If you have employees who have been employed longer who are eligible to earn higher amounts of timeoff per year, you would have to create an additional level and perhaps several additional levels on the plan that allow a higher amount of vacation to be earned for each hour worked.
Perhaps someone has worked long enough to be eligible for 3 weeks of vacation per year instead of two weeks of vacation. At 8 hours a day, such an employee would need to earn 120 hours of vacation annually. Based on [our example] of the number of hours worked per year with perfect attendance, employees on this new level would need to earn .06 hours of vacation for each hour worked. The fraction may be different for you if the total number of hours worked per year differs from our example. 120 hours total timeoff per year ÷ 2000 hours worked in a year = .06 hours.
RESULT:
Anyone with this particular TimeOff plan who is eligible for 15 days of vacation per year will earn .06 hours of vacation for every hour worked.
Assuming perfect attendance beyond authorized timeoff, the employee would work 2000 hours per year. (Our Example)
VERIFY:
2000.00 hours worked per year
x .06 hours vacation earned for each hour worked
120.00 hours of vacation per year
Note: If you [are] running Gradience TimeClock along with Gradience Attendance, and you have Code Sharing enabled in Global Preferences, whenever the employee clocks in and then back out or when hours worked are entered manually by a manager in TimeClock a “W” will automatically appear on the calendar in Attendance. This “W” will have a [value] of x number of hours. The software will multiply this [value] times the fraction of timeoff earned per hour worked established by the TimeOff plan based on the employee’s longevity with your organization as explained above.
If you are [not] running Gradience TimeClock along with Gradience Attendance, you must manually enter a “W” onto the calendar for each day worked. You must then, rightclick on the “W” and select Absence Detail. When the Absence Detail screen opens, click twice on the 8.00 hours and then, enter the actual number of hours worked that day. Bear in mind that the program represents partial hours as decimals, not minutes. Example: 4.25 hours rather than 4:15. The software will multiply this [value] times the fraction of timeoff earned per hour worked established by the TimeOff plan based on the employee’s longevity with your organization as explained above.
Tip!
You may enter a “W” on the last day of each week rather than on each day. If you choose to do this as a timesaving measure, you will have to assign a [value] to the “W” that equals the number of hours worked the entire week.
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