Employees time off rules change all the time. Collage makes moving your employees from one policy to the next a simple and painless process.
There are 2 ways of changing policies in Collage:
Moving employees from one policy to another
First, go to your Time Off module and find the new policy that you want employees to be moved to. In this example, we want to move employees from the old Executive Unlimited policy to the new Standard Time Off policy, so we'll edit the Standard Time Off Policy:
Once you're on the policy setup screen, click on Add Employees on the left, which will take you to 2 lists of employees. The Available Employees list on the left shows you employees which are not in the current policy. The Selected Employees list on the right show you employees who are enrolled in the current policy:
On this screen, filter the employees that are in the old policy. In this case we only have 3 employees in 1 policy, but this can be useful if you have many employees in many policies that you want to move to 1 policy:
Now, use the arrows in the middle to move employees into the new policy. The multi-arrows at the top pointing right will move all employees from the left column into the right. Otherwise, you can select individual employees and move them using the single arrow pointing right.
Once you are done, click Continue to proceed. You will see a popup that allows you 2 choices of effective date:
If you make the change effective as of the beginning of the policy year, it will recalculate an employee's balances retroactively, as if they were enrolled in the new policy from the beginning of the year.
If you make the change effective immediately, future accruals will use the new accrual rate.
The popup will also show you a given employee's balance before and after the change.
If you are satisfied with these changes, then click Continue to go to the final review screen. From there, simply click Finish at the bottom of the page, and employees will be moved into the new policy!
Moving an individual employee from one policy to another
You can also choose to move employees individually via their profile. This used to be the only way to make these changes in Collage. We don't recommend this option for moving multiple employees as it is time-consuming to do so.
Getting started
The first step to changing your employee's PTO policy is to navigate to the time off tab of the employee's profile.
Under the employee's time off balance you will see their current time off policy displayed.
Changing employees' PTO
To change the employee's time off policy, click on the three dots next to the time off policy name. Then click Move to a different policy.
You will be redirected to a page where you can select the new policy you want to move the employee to. Do this by clicking on the drop down, and selecting the new policy from the menu.
Next you will be asked to select an effective date. This is where you select when you would like the employee's time off to start using the new policy rules. Select the dropdown menu, and then the effective date you wish to be applied.
Effective date options:
Start date: This will date the change back to the beginning of the employee's employment. Time off will be carried over and accrued according to the new rules (if applicable).
Start of time off year: This will date the change back to your policy start date for the current year. Time off will be carried over and accrued according to the new rules (if applicable).
Next accrual period: This change will be effective the date of the next accrual, and will not effect the employee's current balance. Any accruals or carryover rules configured will take effect with that policy's next accrual.
Note: Time off requests and manual adjustments will remain unchanged when moving an employee to a new policy no matter the policy or effective date.
Preview the change
Once the new policy and effective date have been selected a chart will be generated at the bottom of the screen. The chart will display what the employee's current balances is, and what it will look like once the change has been made.
If you set the effective date to Next accrual period, you will not see any changes being displayed. This is because the changes are being made to the next accrual and not affecting the current balance.
If you are moving the employee to a policy with an Unlimited time off type, it will be displayed as unlimited in the chart.
Note: If the employee is in a policy without a time off type, and is now gaining the time off type, it will be displayed as N/A under the old policy column. If the time off type is being removed, it will be displayed as N/A under the new policy column.
You're all done!
Once you have clicked finish at the bottom of the page, the change to the time off policy will be saved. You will be redirected to the employee's time off page where you will be able to see the changes.
If you have any trouble changing your employees' time off policies, please reach out to our support team at Support@collage.co or through the live chat on the bottom right corner of your page.