How to create Day Off Requests with or without deductions from the Hours Bank

A Day Off can be handled differently depending on the company's policy. In some cases, the non-worked period should reduce the Hours Bank balance; in others, the Day Off should be Paid, without generating this deduction.

To organize these scenarios, one option is to create different Request categories or subcategories, clearly indicating how each one will be handled.

Day Off with a deduction from the Hours Bank

When the purpose of the Day Off is to use hours that the employee has accumulated in the Hours Bank, configure the category as Not paid.

In this scenario, the Day Off period will not be considered paid hours and may affect the Hours Bank according to the rules configured for the employee.

Suggested category names include:

• Day Off - Hours Bank
• Day Off with Hours Bank deduction
• Hours Bank Compensation

Use names that clearly indicate to employees and approvers that the Request will affect the balance.

Day Off without a deduction from the Hours Bank

When the company wants to give the employee time off without reducing their Hours Bank, create a different category and configure the calculation as Paid.

Suggested names include:

• Paid Day Off
• Day Off without deduction
• Company-granted Day Off

This makes it possible to distinguish a Day Off used to compensate Hours Bank hours from time off that should not generate a deduction.

How to configure Day Off categories

To create the options:

1. Go to Absence & Vacation;
2. Open Requests Settings;
3. Select or create the category where the Day Off will be created;
4. Create a new subcategory;
5. Enter a name that clearly identifies the type of Day Off;
6. Configure the permission roles that will be allowed to submit the Request;
7. Under HOURS CALCULATION, define:
   • Not paid for the Day Off that should deduct from the Hours Bank;
   • Paid for the Day Off that should not generate a deduction;
8. Configure the required Approval Flow;
9. Save.

If the company uses both types of Day Off, keep two separate subcategories to prevent the wrong option from being selected.

How to submit the Day Off Request

After the category has been configured:

1. Go to Absence & Vacation;
2. Create a new Request;
3. Select the appropriate Day Off category;
4. Select the employee;
5. Define the date or period;
6. For a Day Off covering the entire workday, select All day;
7. For only part of the Schedule, enter the corresponding period;
8. Confirm that the category with the correct treatment was selected;
9. Submit the Request so it can follow the configured Approval Flow.

Which category should I use?

The company can define the category names. The most important point is that the two types of treatment are clearly differentiated.

Tips and troubleshooting

• The Day Off did not deduct from the Hours Bank: check whether the category used is configured as Not paid;
• The Day Off affected the balance, but it should have been granted without a deduction: check whether a Paid category was used;
• Employees are selecting the wrong category: use clear and distinct names, such as Day Off - Hours Bank and Paid Day Off;
• The result is still different from expected: also review the employee's Pay Policy and Hours Bank settings.

Best practices

• Keep separate categories for Paid and Not paid Days Off;
• Indicate in the category name whether the Hours Bank will be used;
• Define with HR which treatment should be used before making the category available;
• Review HOURS CALCULATION and the Approval Flow before making the option available to employees;
• Inform approvers about the difference between the types of Day Off;
• After approval, check the result in Attendance and in the employee's Hours Bank.

Frequently asked questions

1. How do I create a Day Off that deducts from the Hours Bank?

   Create a Day Off category or subcategory and configure HOURS CALCULATION as Not paid.

2. How do I create a Day Off that does not deduct from the Hours Bank?

   Use a category configured as Paid.

3. Do I need to create two different categories?

   It is recommended when the company uses both scenarios. This makes it clear which Day Off uses the Hours Bank and which one is Paid.

4. Can I call both options simply “Day Off”?

   Yes, but different names help prevent incorrect Requests. For example, Day Off - Hours Bank and Paid Day Off.

5. Does a Not paid Day Off always deduct from the Hours Bank?

   The period will not be treated as paid. The final impact on the Hours Bank also depends on the rules configured for the employee.

6. Can I submit a Day Off Request for only a few hours?

   Yes. When the absence does not cover the entire workday, enter only the period during which the employee will be off.

7. What should I check if the Day Off had a different result than expected?

   Check the category used, whether it is configured as Paid or Not paid, and the Hours Bank rules applied to the employee.