Time Off Tracker

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Vacation and Payroll

Oct 30, 2012
If you have ever worked with payroll you know how intense things can get when mistakes are made. Most people count on their pay being accurate every time. This is especially true when employees are going on or coming back from vacation. Vacation and paid time off (PTO) can be stressful for employees. Going away can be fun but, travelling on a budget can mean that an employee has depleted their reserves and needs to have their payroll cover them for the time they have been away. There isn't an employee, manager, or staff member in the world that wants an employee in their office door holding a paystub. diligoHR provides some useful tools to ensure that vacation time is accurate and the ensuing payroll run is accurate too. With all of an employee's time off stored in one place it is easy for payroll administrators to look up what an employee is to be paid for or not. Likewise, when an employee books time off they already know what is available for them to as far as paid vacation. This way the employee, manager, and payroll all get it right and know what to expect. An employee who books more time off than they have accrued can expect that some of their time will be unpaid. This instant feedback avoids those dramatic exchanges between employees, managers and payroll when it comes to vacation pay. Nothing can be more troubling to employees than incorrect payroll. Time Off Tracker helps to make sure everyone is on the same page.

diligoHR Staff

Sick Day Policies

Nov 10, 2012
Canada doesn't have any federal or provincial legislation which dictates any number of mandatory paid sick days allotted to employees. Typically, paid sick leave is at the discretion of the employer if it is provided at all. There is legislation which protects employees if they are away from work due to sickness or injury. The Canada Labour Codes provides the following information regarding sick time:
  1. Generally, the Code provides protection against dismissal, lay-off, suspension, demotion or discipline because of absence due to illness or injury.
  2. Employees who have completed three consecutive months of employment with the same employer are entitled to sick leave protection.
  3. An employee is protected for any absence not exceeding 12 weeks.
  4. If the employer requests in writing a medical certificate within 15 days of an employee's return to work, the employee must provide one.
  5. The Code provides job security only. There is no provision for paid leave of absence. Some employees, however, may be entitled to cash benefits under the Employment Insurance Act.
  6. Pension, health and disability benefits, and seniority continue to accrue during an employee's absence. The employee is responsible for any contributions normally required and must pay them within a reasonable time. The employer must continue to pay the same share of contributions as if the employee were not on leave, provided the employee makes the required contributions.
  7. If the employee does not make the required contributions, the employer is not obliged to pay the employer's portion. It should be noted that failure to pay may affect the benefit plans themselves. Consequently, employees should find out from their employer the impact of non payment. Nonetheless, failure to pay does not affect an employee's status with the employer. Service after the employee's return to work is deemed to be continuous with service prior to the absence.
More information on sick and injury leave can be found at http://www.hrsdc.gc.ca/eng/labour/employment_standards/publications/sick_leave.shtml.

diligoHR Staff

Statutory Holidays in Canada

Nov 20, 2012
Here is a handy chart from our friends a www.statutoryholidays.com. Stat holidays can be tracked in Time Off Tracker. Employees can enter the time they worked as Extra or Lieu time so that they have a record of their extra work and can be paid accordingly. This extra time needs to be approved by a manager so nothing slips through the cracks. Remember that Nunavut has the most holidays at 11 and Nova Scotia has the least at 5.

diligoHR Staff

Making a Time Off Request

Nov 30, 2012
Requesting time off can often be stressful. The stress is only compounded if your organization has a culture of frowning on time off and vacation time. Here are some suggestions for making your time off request as stress free as possible.
  1. Mention your vacation or time off it as soon as possible and keep reminding your boss that your vacation is coming. No one like surprises so make sure you make your boss, co-workers and staff aware as early as possible. This will make sure that everyone knows. If people are saying "Yeah, we know you are going away for three weeks in August! Stop reminding me!" then you have done your job and they will be glad you have left. If you leave it to the last minute everyone's stress level will be through the roof.
  2. Email it in. Email is nice since it avoids any confrontation or fear of immediate rejection. Be careful though since a manager might also be more willing to reject you via email because your puppy-dog eyes are not begging that they approve your request.
  3. Do your homework. If you are going to take time off make it easy for your manager to say YES! Make sure your co-workers don't have time booked when you do. Have someone cover your shifts. Make the request in advance. Be sure of your dates and communicate any changes as soon as possible. If you do these things then your boss will have an easy time to say yes. If you use diligoHR Time Off Tracker then most the work is done for you.
  4. Book off peak. Making things easy for your employer is a good idea. Try to book your time off when others are not away. January is a good time to go skiing rather than December around Christmas. Hawaii is nice in November rather than December or Spring Break. This type of thinking will save you money on the vacation as well as save you stress when booking the time off at work.
Of course we suggest that you use diligoHR Time Off Tracker to book your time off. Our system allows you to email your manager and gives both of you the tools to know how much time you have to book. Keep your stress level low so you can book your vacation and time off and relax while away from work.

diligoHR Staff

Tracking Time Off - Employee Self Serve

Sept 27, 2012
Thirty years ago who would have thought that bank customers would manage their own finances online, in the comfort of their own homes, or from their phones, from anywhere. People are comfortable, willing and able to use techonology to manage their lives. Like banking, booking flights, making restaurant reservations, investing and many other task that used to require oversight and intermediaries. Why not let employees book and manage their own time off online? Automating employee time and attendance provides a number of advantages to staff, managers, payroll administrators and HR professionals. - employees are empowered to manage, book, and change their vacations, work travel, and other absences on their own - managers can easily review, approve, and adequately staff for absences without double data entry or forms - payroll administrators can ensure that payroll is complete properly using reports which are always up to date - HR can manage issues with attendance, review policies, and make better decisions with up-to-date information While these are not the only benefits they are great reasons to implement an online, web-based time off tracking system to manage employee time and attendance.


Employee Sick Time

Oct 2, 2012
Employee Sick Time: Here is a fantastic study from Career Builder reported by HRReporter. http://www.hrreporter.com/articleview/16435-one-third-of-workers-have-called-in-sick-when-not-actually-ill-survey Sick time can be very frustrating for employers. Tracking sick time is a little different than other types of time off. Sick time you simply have to take someone's word for it. Also, if an employee can't attend work due to sickness often it puts pressure on other staff. Attendance notice is often short leaving employers, managers and staff scrambling to find coverage. Sadly this can cause animosity towards staff members who take sick time. Especially if time at work and attendance are frequent and viewed as a burden by other staff members. On the otherhand being able to take sick time without reprisal or financial burden for staff can be a life saver. Face it - we all get and it is better to be away from other workers lest they become sick too. Eitherway organizations should keep track of attendance and time on the job to ensure employees are performing the way they should. Lots of sick time could mean other things - perhaps an employee is depress, disengaged, interviewing elsewhere or maybe, just maybe, they are truely ill.