Question About Calculating Time Off

Let’s Talk Business Accounting and Finance Question About Calculating Time Off

  • Post
    Marie Rayo
    Participant
    How do you figure out vacation time for employees that have a 6-month no-vacation time, 10 days (accrual of 0.83 vacation day/month) for 1-5 years. Transitional of 5 to 6 years (.83 x … before the anniversary month) +(1.25 x…months left in the year after anniversary), 6-10 years (1.25 a month) and transitional again of 10-11 years ((1.25 x … + 1.67 x …) and 11-on (1.67 a month)

    My boss refuses to buy any new software and has me doing it on Excel, and it’s worked but the more language I put in to incorporate what exactly he’s looking for, the more it becomes inconsistent. Help!

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  • Replies
    Joel Slatis
    Keymaster
    The first thing I’d do is list out 100% of the requirements he’s trying to enforce so it’s all in black and white on paper. Since you’re forced to use Excel, I’d probably divide employees into groups by years of service so each group is calculated the same way. After that, I’d create formulas to do the calculations. The real answer, by the way, is to work on convincing the boss to allow you to use something better, like Timesheets.com’s accrual system. There’s really no substitute for automation.
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    Parish Price
    Participant
    Right – I found your question a bit confusing. If you don’t have a clear idea of exactly what’s expected of you, how can you even dream about working on a solution? I’d suggest that instead of trying to do the calculation blindfolded as you are, you go back to you boss and sit down with pen and paper until you’ve got a clear set of instructions about how your accruals are supposed to work. We use the Timesheets service for that, by the way, and we like it. It would force your boss to make decisions about how exactly your system is supposed to work, so it would be a great way for you to get him to make up his mind about how he wants things to work. As long as you’re doing things by paper, there’s no documentation about how things are supposed to work.

    There’s also another problem. Without documentation, your boss might feel inclined to blame you if there’s ever a problem. This is why having a system works to your advantage. I guess I’m going to took Timesheet’s horn here a little and suggest you try them out since it directly solves your problem.

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    Simon G Little
    Participant
    Sounds like you’re going to need a good spreadsheet. When you have a complicated setup like that, software doesn’t help very much. Software is usually good for more traditional time off tracking. Stuff that most companies do. If your company is off in left field with some obscure way of tracking time off, the only real option is a spreadsheet.
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    Mel Garapolis
    Participant
    We use Timesheets.com actually – they work great for this kind of thing…. If you’re asking here, you might as well give them a try! They have a free trial.
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