Transferring team members between time off policies is possible under specific conditions to ensure compliance and proper balance tracking. This guide outlines how to manage such transfers and what to consider.
Policy Type Requirements
Members can only be moved between policies of the same type. For instance, a team member enrolled in a sick leave policy cannot be transferred directly to an adoption leave policy. If you need to move a member, first ensure that the destination policy is of the same type.
Steps to Move a Member to a New Policy
- Create the New Policy Ensure the new policy exists and matches the type of the current policy.
- Access the Current Policy Navigate to the member’s current time off policy in the system.
- Initiate the Transfer Click the “Move to Another Policy” button next to the team member’s record.
- Select the Destination Policy Choose an eligible policy from the dropdown list. Only policies of the same type will be listed.
- Review Carryover Balances
- You will see the total time off earned under the current policy as of the transfer date.
- You may carry over some or all of this balance, but not more than the maximum allowed by the new policy.
- For example, if 4 days are eligible for transfer, the admin can choose any value up to 4 days, not exceeding it.
- You will see the total time off earned under the current policy as of the transfer date.
- Assign a Starting Balance (Optional) Administrators may also assign an additional starting balance as needed for operational or contractual reasons.
Unit Conversion Guidelines
If policies use different balance units (hours vs. business days), conversion is handled as follows:
From Hours to Business Days
- Any available balance is converted at a ratio of 8 hours = 1 business day.
- Partial hours that do not complete a full day remain as hours.
From Business Days to Hours
- Balance is converted using 1 day = 8 hours.
- It is recommended to transfer in full (8-hour) or half-day (4-hour) blocks to minimize rounding issues.
Rules for Special Policy Transfers
From Limited to Unlimited
- Existing accrued balance will no longer be tracked once transferred to an unlimited policy.
From Unlimited to Limited
- This transfer is not supported. Members cannot be moved from an unlimited policy to a limited one.
From Accruing Over Time to All at Once
- Accrued balance from the previous policy can be carried over.
- Under the new policy, members receive the full annual balance immediately.
From All at Once to Accruing Over Time
- Admins can carry over part or all of the prior balance, which is treated as a starting balance and is immediately available.
- Remaining balance will accrue according to the new policy’s schedule.
Confirmation and Effect of Transfer
Before confirming the transfer:
- Be aware that accruals under the current policy will stop.
- The member will be paused on their current policy and assigned to the new one.
- You will have the opportunity to confirm which balances (if any) should be transferred.
Ensure the new policy settings are configured appropriately to avoid unintended changes to time off availability or entitlements.