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What happens when I switch someone's Time Off policy?

Zenefits' time off tracking tool provides the flexibility to move your workers between different time off policies. For instructions on assigning a new time off policy to someone, please see this page.

When someone's time off policy is switched:

  • Zenefits preserves current balances for those who are moved from one limited policy to another.
  • Anyone who is moved from an unlimited policy to a limited policy will begin to accrue time based on the new policy's settings.
    • If the new policy accrues in advance, they will accrue time for the current period within 24 hours.
    • Keep them on the limited policy and update their accrual to zero so they do not accrue, but can use up their previously accrued time off.
    • If the policy accrues after the period, they will receive accrued time for the current period once the next period starts.
  • Anyone who is moved from an annual plan to a non-annual policy will be marked as "accrued" through the current year and will not accrue any more hours.
    • If this occurs, the administrator needs to create a new policy and add the affected individuals to the new plan via Import Data.
      • If balances are current, the administrator will download the spreadsheet and re-upload into Zenefits.
      • If balances are not current, after downloading the spreadsheet, make adjustments as needed.

However, Zenefits does not preserve balances for anyone who is moved from a limited policy to an unlimited policy. Some states require that employers pay out unused but accrued time off to departing workers.

  • It's best to wait until the workers in these states have tracked all of their accrued time off before switching them to the unlimited plan so that if one of these workers leaves, Zenefits can calculate the liability due to them.
  • Anyone who doesn't work in one of these states can be switched immediately, unless there exists a prior agreement about time off accrual, e.g., in the company handbook.
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