Leave Codes and Leave Code Groups in OfficeSeries

What Are Leave Codes? (PTO, Vacation, Sick Leave, and More)

Leave codes are the backbone of absence and PTO (Paid Time Off) management in OfficeSeries. They represent specific types of employee leave-such as vacation, sick leave, jury duty, bereavement, parental leave, and more. By using leave codes, organizations can:

  • Accurately track all types of employee absences
  • Ensure compliance with company and legal PTO policies
  • Streamline payroll and HR reporting

Examples of leave codes:

  • Vacation
  • Sick Leave
  • Personal Day
  • Jury Duty
  • Parental Leave
  • Bereavement
  • Unpaid Leave

Each leave code has a name, description, status (active/inactive), and is always associated with a leave code group for better organization.

What Are Leave Code Groups?

Leave code groups are collections of related leave codes. They help HR teams and managers organize and assign leave policies more efficiently. For example, you might have:

  • A "Paid Leave" group (includes vacation, sick leave, personal days)
  • An "Unpaid Leave" group (includes unpaid time off, leave of absence)
  • A "Special Leave" group (jury duty, bereavement, parental leave)

Leave code groups make it easy to:

  • Assign multiple leave types to users at once
  • Report on leave usage by category
  • Update policies as your organization grows

Assigning Leave Code Groups to Users

Assigning leave code groups to users is essential for:

  • Controlling which types of leave employees can request
  • Supporting different PTO policies for different teams, departments, or locations
  • Enabling accurate accrual and compliance tracking

How to assign leave code groups:

  1. Go to the Leave Code Group Assignment screen in OfficeSeries.
  2. Select a user (or multiple users).
  3. Choose one or more leave code groups to assign.
  4. Save your changes�users can now request or be tracked against those leave types.

Managing Leave Codes and Groups in OfficeSeries

  • Add/Edit Leave Codes: Use the Leave Codes section to create, update, or deactivate leave codes. Each leave code must belong to a group.
  • Add/Edit Leave Code Groups: Use the Leave Code Groups section to organize your leave codes for easier assignment and reporting.
  • Assign Groups to Users: Use the assignment screen to select a user and assign or unassign leave code groups. This supports flexible PTO and absence policies.

Best Practices for Leave and PTO Management

  • Use clear, descriptive names for leave codes and groups (e.g., "Vacation (Paid)", "Sick Leave (Unpaid)").
  • Regularly review and update leave codes and group assignments as your organization's policies change.
  • Only assign leave code groups to users who need them-this keeps your PTO tracking clean and compliant.
  • Leverage leave code groups to support unlimited PTO, PTO banks, or traditional accrual policies.
  • Stay up to date with local and national PTO laws to ensure compliance.

Why Use Leave Codes and Groups in OfficeSeries?

  • Boost HR efficiency: Automate absence tracking and reduce manual errors.
  • Improve compliance: Ensure your PTO and leave policies are followed and auditable.
  • Empower employees: Make it easy for employees to request the right type of leave.
  • Optimize payroll: Accurate leave tracking means accurate payroll and reporting.

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