Instructions
Choose this option if vacation pay is the most important thing to track and you want Jane to pay out what staff have earned on every pay cheque. This is a great fit for clinics that pay vacation pay as it's earned. With this setup, you don't need to manage vacation pay balances or record time off to trigger payment.
- Go to Billing > Payroll > Account.
- Click Edit next to Time Off.
- Click + Add time off.
- Select Vacation Pay.
- Click the pencil icon to customize the policy name if you'd like.
- Select Pay out on every pay cheque.
- Enter the vacation pay rate (for example, 4% or 6%).
- Under how time off hours are accrued, select Manual, I will set each worker's time off balance.
- 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.
- Go to the Staff tab and select a staff member.
- Click Payroll.
- Scroll to Time Off and click Edit.
- Click + Add Time Off > Select the Time Off Type > Select the Time Off Policy.
- If you're setting this up mid-year or switching from another payroll system, enter any existing balances here.
- Click Save.
What to Expect
With this setup, Jane pays out vacation pay as it's earned on every payroll run, based on the rate you entered. You don't need to record vacation time during payroll for vacation pay purposes, and the vacation pay hours balance doesn't affect payroll calculations.
Important Notes
- You do not need to record time off during payroll when using this option. Recording time off is only required for Option 2 (Accrue and carry a balance) and Option 3 (Paid Time Off).
- Your clinic is still responsible for ensuring staff receive the vacation time they're entitled to, even if you track it outside of Jane.
You're all set! If you're not sure whether this option is the right fit for your clinic, reach out to the payroll support team at [email protected].