Where do I find my Team Members’ vacation balances?

Overview

Details on your Team Members’ vacation balances can now be found on the Oyster platform. The platform is where your Team Member can request time-off, and you will have the option to either approve or deny their request.

Prerequisites

  • You are logged in as a Customer Admin, Team Manager or Time-off Admin on the Oyster platform.
  • You have an engaged Team Member requesting time-off.

Steps

Admins can review all Team Members’ vacation balances from a single place. 

  1. Go to Team on the navigation bar on the left.

  2. Click on Time Off.

  3. Click on Balance.

  4. For each Team Member, you’ll be able to see the following additional information in the columns on this page. 


     Vacation calendar year
    • The period in which employees must use their entitled vacation days before it resets. This is typically a 12 month period.
    •  It is not always Jan 1- Dec 31. For example, in France it is June 1- May 31. There are also countries where the vacation calendar year is based on the hire date.
    Annual entitlement
    • This is the annual amount of vacation that the Team Member receives per year.
    • This amount comes from their employment agreement.
    Carryover from previous cycle
    • This is the amount of vacation days from a previous year that the Team Member is legally entitled to carry over into this year. If the Team Member took more vacation days than they were allotted, this number will be negative.
    • This amount will remain static within the balance table, but if there are positive carryover the platform always deducts vacation requests from carryover days first.
    Ad hoc adjustments
    • This represents a total of any adjustments that an Oyster staff member has made to a Team Member’s balance, usually due to a support ticket or country regulations.
    Taken
    • This is the total amount of vacation days taken by the Team Member in the current vacation calendar year.
    Upcoming
    • This is the total amount of vacation approved but not yet taken by the Team Member in their current vacation calendar year.
    Balance
    • This is vacation days still available for the Team Member to take in their current vacation calendar year.
      

     

5. Click anywhere within the row of the Team Member to see a detailed breakdown of how vacation balance is calculated. When applicable, you can see how past year's balances were calculated by selecting the vacation calendar year drop-down. Note that the vacation balance within the grey box will always display the balance the current year. To see more detailed information on previous year balances, you can download a time-off report.

 

The balance breakdown can include the following types of transactions:

Type Amount Action Additional context
Vacation: type of time-off
  •  Number of days taken off
  • Includes the date range. Amount will always be a negative value.
Either be “Approved” or “Taken” If action is approved, date of approval is visible. Notes and documents will be visible in the Type column where applicable.
Ad-hoc: adjustments made manually usually due to a support ticket or country regulations.
  •  Number of days
  • Amount can be negative or positive
  •  Always “Created by Oyster support”
  •  Includes date created
 
Annual entitlement: This is the annual amount of vacation that the Team Member receives per year
  • Number of days
  • The amount always positive
  • Always “Autogenerated”
  • Includes date created
This transaction type will happen on the hire date, and when their accrual cycle resets.
Carryover: amount of days Team Member can bring into the next vacation calendar year.
  • Number of days
  • Amount can be negative or positive
  • Amount will be negative if TM has used more days than allotted in previous year
  • Either “Created by Oyster support” or “Autogenerated”
  • Includes date carryover occurred


Autogenerated carryover transactions is determined by country specific rules 

Carryover expiration: the date in which the carryover vacation days are no longer valid
  • Number of days
  • Amount always negative
  • Always “Autogenerated”
  • Includes date expiration occurred

Expiration date is determined by country specific rules 

 

 

 

Important information

  • The numbers for the columns above are based on vacation logged in the Oyster platform, information from Team Member Employment Agreements and country specific carryover rules.
  • The balance and upcoming days reflected in the platform, are only for the current vacation calendar year.
  • Team Members based in the United States have their annual entitlement accrued monthly. This will display as a monthly accrual transaction at the end of each month within the balance breakdown.

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