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How do I set up policies?

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Within a policy type, we can have several internal policies or rules, which will govern the types of policies that collaborators can request, depending on how the company is structured.

A concrete example is Holidays: a company that is located in many countries will have one type of Holiday policy, but within it it will have different policies, for example:

  • Holidays in the United States
  • Holidays in México
  • Holidays in Canada

Another example could be companies that grant different number of days depending on the position, then we will have the following policies for the same type of policy:

  • Holidays for Directores
  • Holidays for Managers
  • Holidays for Collaborators

A contributor can only be in one policy at a time in the same type of policy. Following the example of the different countries. A collaborator cannot belong to both the United States and Canada holiday policy at the same time.

To configure a new policy you must follow these steps:

1. Log in to Humand Admin

2. On the left menu, go to "Vacations and permissions > Policies

3. Click on "+ New policy":

 

 

4. Follow the steps below to successfully set up the policy:

  • Policy type: Select a policy type that has been previously created (Holidays, Sick days, Study days, etc.).

    Policy name: The name of the policy is not visible to collaborators. Example: Holidays in Argentina, Holidays for Supervisors, etc.

    Description: You can clarify anything you need, such as a written description of the policy and/or the laws involved.


  • In this section you will set up:

    • Allowance entitlement:
      • Base annual allowance: The benefit is for a fixed number of days per period. This type of benefit allows you to set a base number of days. For example, for holidays in Argentina there are 14 base days.
      • Unlimited: The benefit is not fixed per period. The main use case are leaves of absence or leaves of absence. For example, sick days are not something we can know in advance and are unlimited.
    • Balance accumulation frequency: Defines the frequency with which the employee's balance is calculated and accumulated, for example:
      • Period based on date of hire for countries such as Mexico, Colombia.
      • Period from October to September for countries such as Argentina.
    • Accrual timing: Determines when the collaborators's balance increases.
      • Beginning of the cycle: days will be granted at the beginning of each cycle. For example: as stipulated in the Argentine law.
      • End of the cycle: the days will be granted when the year of work has been completed. For example: as stipulated in the law of Mexico and many other countries.

      If you set up 12 days of base annual allowance with "end of cycle" accrual time, the collaborator will be able to take advantage of them at the end of the period we have set up.

  • Proration of allowance: Defines which days will be considered
    - Calendar days: will consider all days, without discounting holidays or rest days.
    - Working days: holidays and rest days are deducted. 

  • Balance limits: You can decide whether part of the balance of a period can be carried over to the next period or whether days of a following period can be brought forward. By law, in some countries this is possible only with part of the vacation, so you must set up:

    • Carryover: How much can be transferred to the next period. In case you do not want to transfer balance, enter a carryover of 0.

      It is important to set the carryover number to 0 if you do not want to transfer balance, otherwise the system assumes that you can transfer unlimited days.

      For example, leave days are not cumulative, nor are birthday days. If you do not set the carryover number to 0, the following year the employee will have 2 days for birthdays.

    • Carryover expiration: collaborators can no longer make use of the carryover.
    • Maximum balance at the end of the cycle: Sets the maximum number of days that can be requested in a cycle. For example, if an employee has 21 days of vacation and a carryover of 14 days from the previous cycle, you can configure that the employee can request a maximum of 28 days.
    • Minimum balance at the beginning of the cycle: Number of days possible to advance the next cycle. If you do not want it to be possible, you must leave it at 0. If you want it to be able to advance 5 days, you must set it to -5.

      Negative is used because it sets the minimum of the next period, with the advanced days that have been taken.

  • Allowance increase: You can set up how many extra days are to be considered with respect to the base days allowance you configured in "Allowance entitlement - Base annual allowance - Annual allowance".

  • - Shortest period that employees can request. For example: If you set "1" the employee will be able to take 1 day of vacation.

    - If it is possible to request half a day.

    - Longest period that employees can request. For example: If you set "15" the employee can take up to 15 days of vacation.

    - If the employee must attach a file to his request.




  • Defines who will approve requests for this policy.

      • User approval flow: what you have set up in the general Time off approvers will be taken into account.

         

      • Create custom approval workflow: defines who shall approve requests for this type of policy.

         

5. That's it! After clicking "Done" all policy settings will be saved.

 

 

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