Instructions

Choose this option if you want Jane to track a vacation pay money balance over time and only pay it out when an employee actually takes a vacation. This option connects vacation pay dollars and vacation pay hours, so when an employee takes time off, Jane uses the hours balance as the trigger to release the money balance.

1. Go to Billing > Payroll > Account.
2. Click Edit next to Time Off.

3. Click + Add time off.
4. Select Vacation Pay.
5. Click the pencil icon to customize the policy name if you'd like.
6. Select Accrue and carry a balance.
7. Enter the vacation pay rate (for example, 4% or 6%).
8. Choose how vacation time hours should be handled: either a fixed amount each year (by calendar year or hire anniversary), or manually setting the hours balance.
9. Click Save.

Assigning the policy to staff

Once you've created your time off policy, you'll need to assign it to each staff member it applies to.

1. Go to the Staff tab and select a staff member.
2. Click Payroll.
3. Scroll to Time Off and click Edit.

4. Click + Add Time Off > Select the Time Off Type > Select the Time Off Policy.
5. If you're setting this up mid-year or switching from another payroll system, enter any existing balances here.
6. Click Save.

Recording time off during payroll

With this option, you'll need to record each instance of vacation time taken so Jane can release the vacation pay.

1. Start running payroll as usual.
2. Find the staff member in the payroll list.
3. Click the three vertical dots on the far right of their row.
4. Select Manage Time Off.

5. Click + Add a New Time Off.
6. Select the time off policy.
7. Enter the number of hours taken in that pay period and the employee's current hourly rate.

🩵 Jane Tip: If you don't see Manage Time Off when running payroll, it usually means the staff member hasn't been assigned a time off policy yet.

What to Expect

Jane accrues vacation pay dollars as each payroll runs. When you record vacation time during payroll, Jane reduces the vacation hours balance, reduces the vacation money balance, and pays the employee for the vacation taken.

Important Notes

• Recording time off during payroll is required with this option. If you don't record time off, vacation pay will not be released.
• Your clinic is still responsible for ensuring staff receive the vacation time they're entitled to, even if you track hours outside of Jane.
• If an employee has unused accrued vacation pay that needs to be paid out (for example, at the end of employment or before a leave), see our guide on How do I manage unused accrued vacation pay?

You're all set! If you have questions about your vacation pay setup, reach out to the payroll support team at [email protected].

Related Guides

• Jane Payroll: Managing Vacation Pay and Vacation Time
• Jane Payroll: Paying Vacation Pay Every Pay Cheque
• Jane Payroll: Tracking Paid Time Off