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Where can I see my Team Members’ vacation balances?

Vacation balances for all your Team Members are found on the Balance tab of the Time off dashboard.

Prerequisites

  • You have Admin access to your company’s account. 
  • You are logged in to the Oyster Platform with your admin credentials.

Steps

  1. Click Team > Time off from the left navigation. 
  2. Select the Balance tab.
TM-vacation-balance.png
a.  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.
b. Annual entitlement
  • The annual amount of vacation that the Team Member receives per year.
    • This amount is taken from the Team Member's employment agreement.
c. Carryover from previous cycle
  • 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.
d. Ad hoc adjustments
  • Any adjustments to a Team Member’s balance made by an Oyster staff member. 
    • Usually due to a support ticket or country regulations.
e. Taken
  • The total amount of vacation days taken by the Team Member in the current vacation calendar year.
f. Upcoming
  • The total amount of vacation approved but not yet taken by the Team Member in their current vacation calendar year.
g. Balance
  • The number of vacation days still available for the Team Member to take in their current vacation calendar year.
h. View balance breakdown
  • A pop-up window that shows a detailed breakdown of how the vacation balance is calculated. 
    • The gray box always display the vacation balance for the current year. 
    • Use the vacation calendar year drop-down to see how past year's balances were calculated. 
      • To see more detailed information on previous year balances, you can download a time-off report.

    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.
 
Type Amount Action Additional context
Vacation
  • 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
  • Number of days
  • Amount can be negative or positive
  •  Always “Created by Oyster support”
  •  Includes date created
  
Annual entitlement
  • 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
  • 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
  • Number of days
  • Amount always negative
  • Always “Autogenerated”
  • Includes date expiration occurred
 Expiration date is determined by country specific rules 

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