Part-time and custom work schedules
Ask AI
Working days and hours per person, per-date leave counting, hours-based accrual proration and mid-year balance correction
A work schedule is which weekdays someone works and how many hours, effective from a date. Leave counting and timesheet quotas resolve it per date; accrual proration reads its weekly hours.
What a schedule is
A schedule is a slice effective from a date: working weekdays plus hours. The editor's Work model picks the hours shape - Fixed takes hours per selected weekday and sums them into the weekly total, Flexible takes a weekly target split evenly. A per-day map must cover every working day.
Schedules are a history, not a single row - a change adds a slice that takes over from its effective date, and a second save on the same date replaces that slice. The Schedule tab carries the slice in force and the full version history: My profile → Schedule in the account menu for your own, People → Teams → [team] → [person] → Schedule for a report, People → People → [person] → Schedule for an admin. Only an admin sees the Change schedule form.
How it changes leave counting
Each date in a request resolves the slice in force on that date, so a request that crosses a schedule change counts the days on either side under the right one. The policy's Exclude weekends switch is what applies the schedule to the count: with it on, a date counts only if it falls on one of that slice's working weekdays; with it off, every calendar day in the range is deducted. Exclude public holidays removes holidays separately.
How accrual is prorated
Accrual is prorated by weekly hours from the schedule: a policy that grants 26 days a year at a full 40-hour week grants proportionally less at 32 hours. Proration reads weekly hours only. The schedule form's FTE field is not an input to leave or accrual math.
Changing a schedule recomputes the current year's issued grants on the spot:
each granted policy is retargeted against the new weekly hours, month by month, and
the difference posts as a ledger row reading Pro-rata FTE correction {year} (schedule change). A correction never claws back time already taken or reserved; earlier years
are untouched - fix those with a manual balance adjustment.
Expected timesheet hours
A day's scheduled hours come from the slice in force that day: the per-day map if one is set, otherwise the weekly total split evenly across the working days. Expected hours are those minutes minus approved leave; a non-working day, a public holiday or a date before the employment start expects 0.
Worked example
Aleksandra joined 1 March and holds this year's Vacation grant, 21.67 days under the default 26-day policy. From 1 September she moves to Monday-Thursday at 8 hours a day: a 32-hour week instead of 40.
That policy excludes weekends, so a week-long request after that date charges 4 days, not 5: Friday is no longer a working day, and drops out like a weekend.
Her balance also moves: the months from her March start are reweighted one by one - 40-hour weeks through August, 32-hour weeks from September, so those four prorate to 80%. The target lands on 9,568 minutes against her original 10,400 grant, and the 832-minute difference (1.73 days at her new 8-hour day) posts to the ledger on save.