Workaround for tracking lieu time • 1

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Tracking Lieu time Overview

HRtrack was not designed to track employees’ time and as a result, there is no mechanism for tracking lieu time in HRtrack per se.

The software can track that a particular employee has a workday of x hours, and is entitled to x number of breaks, but it cannot log actual attendance, or hours worked.

However, there is a workaround that will let you capture this information within HRtrack although you will need to input and track this information manually.

To do this you would create a new Accommodation Type on the Vacation Options tab for “Time off in Lieu” and then track the actual hours in separate file saved to the Documents tab.

When the employee schedules a lieu day off, you would note that on the accommodation field on the vacation page and in the Comments field if desired.

Process at a Glance

Create a new Accommodation Type Create an Excel sheet to track hours Attach the Excel sheet to the Documents Tab Add the lieu day to the employee’s vacation allocation

Step 1 — Create a New Accommodation Type The first step is to create a new Accommodation Type in the company-wide vacation settings that affect every employee as per your company vacation policy.

These are configured on the Company Settings > Absenteeism & Vacation Settings> Vacation Options screen.

To Create a New Accommodation Type Open the Company Settings module, expand the Absenteeism &

Vacation Settings folder and double-click on the Vacation Options item.

Note: Once the Time off in lieu Accommodation Type has been created, it can be used for all employees.

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HRtracking Lieu Time

Type Time off in lieu into the New Type of Accommodation box and click Add Type.

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Time off in lieu now appears in the Accommodation Type list.

Click Done to close the Vacation Options screen.

Step 2 — Create an Excel sheet to track hours Create an Excel file to track hours to be used as lieu time.

Note: It is recommended you create an Excel file for each employee you are tracking lieu hours for.

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HRtracking Lieu Time

Although this is a manual process, you can have Excel tally hours earned, and subtract hours used, to display the totals for hours earned, used, and remaining. For more information about creating formulas in Excel, please see the Help files for that product.

Step 3 — Attach the Excel sheet to the Documents Tab Once the Excel file has been created, you can attach the file to the Documents Tab so it is always available from within HRTrack.

To attach the file to the Documents Tab Open the employee record, click on the Documents tab and click

the Browse to Attach File to Employee link.

Browse to the folder containing the Excel file, select the document to attach and click Open.

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Complete the Document Details section: select the date of the document, or the date the document was added in the Date field, type Lieu Time or some other descriptor in the Category field and type a title for the document in the Document Title field if necessary. (HRtrack inserts the file name be default.)

Type in a brief overview of the document in the Short Description field and click Save Employee Record.

The file will appear in the Employee Documents list and is now available for viewing and editing from within HRtrack.

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To Edit the Excel file To review or make changes to the Excel file, select the document and click the View Document button.

The file will open in Excel. Make any necessary changes and save the file.

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Step 4 — Add the lieu day to the employee’s vacation allocation When the employee is going to use lieu time, add the time to be used to the Allocated field and click Save Employee Record.

If you receive a You must choose a half day or full day message, click OK.

The new value for the total number of days will be visible.

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HRtracking Lieu Time

Keep in mind that you can only add time in half-day and whole day increments.

Step 5 — Schedule the lieu day as vacation You can now schedule the lieu day as a vacation day.

Click Schedule New Day and select the vacation Start Date and End Date.

Specify if the vacation day is a Full Day or Half Day

Select Time off in lieu from the Accommodation drop down (Optional) Insert any additional comments about the vacation in

the Comment or Details field

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Click Save Employee Record The lieu day will be added to the list of vacation days.