Configure buying time off: cost per day and maximum days
Set what one extra day off costs (a fixed amount or a salary-based formula) and how many days employees can buy, on the buy time off benefit in Benefit settings, then save.
Employees can buy extra days off through the buy time off benefit in your time off category. It has two settings no other benefit has: the price of one day, and how many days one employee may buy. You set both on the Benefit settings page, right under the benefit's row. This article shows where the fields are, how to price a day with a fixed amount or a salary-based formula, and how to set the limit.
Find the fields
In the HR menu, open Settings and select Benefit settings.
Select your time off category (for example Time off) in the list on the left, and open the Benefit Store tab.
In the Benefits list, find the buy time off benefit. Under its row you see a Fixed amount / Formula switch, a Cost per day field and a Maximum days field.
These fields belong to the benefit, not the category, so other benefits in the same category are not affected.
Set the cost of one day
The switch above Cost per day has two choices. The field's line reads "A fixed amount, or a formula based on the employee's salary."
- Fixed amount: one price in kronor for every employee, whatever their salary.
- Formula: a price worked out from each employee's own salary.
You can fill in both, but only the one the switch points to is saved. When you save with Formula selected, the fixed amount is cleared, and when you save with Fixed amount selected, the formula is cleared. Set the switch to the one you want before you save.
Fixed amount
Pick Fixed amount and enter the price in whole kronor in Cost per day, for example 1500. Every employee pays the same for one extra day.
Formula
Pick Formula when you want the price of a day to follow salary, so higher earners pay more for the same day off. The field changes to a Formula field, with the three salary variables shown as buttons above it.
Every formula is built from these three variables:
- ANNUAL_SALARY: the employee's annual salary from their profile.
- MONTHLY_SALARY: annual salary divided by 12.
- DAILY_SALARY: annual salary divided by 365.
These are the only variables CLVR recognises. Each button has an info icon with the same description, so you can check what a variable means before you insert it.
Click a variable button to insert that variable into the Formula field.
Type the arithmetic around it. You may use numbers and the operators +, -, *, /, and parentheses ( ).
To remove a variable you have already inserted, click it in the Formula field.
A common formula is DAILY_SALARY * 1.15, which charges about one day of pay with a small extra. The empty field shows this hint: e.g. DAILY_SALARY * 1.15 or ANNUAL_SALARY / 365.
Worked examples
DAILY_SALARYcharges exactly one day of the employee's pay. For an annual salary of 365 000 kr that is 1 000 kr.DAILY_SALARY * 1.15charges that day plus 15 percent. For 365 000 kr that is 1 150 kr.ANNUAL_SALARY / 365is another way to write one day of pay, the same asDAILY_SALARY.DAILY_SALARY * 1.3142adds 31.42 percent on top, the rate of the employer social fee, if you want the price of a day to cover that cost.
What is allowed
Only the three variables, numbers, and the operators + - * / ( ) are allowed. Anything else, such as a stray letter, an unknown word or a function, makes the formula invalid, and it is not saved. Inserting variables with their buttons is the safe way to get the names exactly right.
How the price is worked out
When an employee buys a day, CLVR reads their annual salary, puts it into your formula, works out the result and rounds it to the nearest krona. Two employees on different salaries see different prices for the same day off, all from the one formula you wrote.
A formula only works when salaries are on file. An employee with no annual salary recorded can't be priced from their salary, so check that salaries are set on the Employees page before you rely on a formula.
Set the day limit
Maximum days, "The most an employee may buy.", caps how many extra days one employee can buy. Enter a whole number from 1 to 20. The field shows "day" or "days" after your number.
Save your changes
Select Save changes in the bar at the bottom of the page. The new price and limit apply to employees as soon as they are saved.
Troubleshooting
- The time off category has a red Needs attention dot. The buy time off benefit is missing a cost per day or a maximum number of days. Fill in both and save. A cost counts as set when the switch is on Fixed amount with a value above zero, or on Formula with a formula in it.
- The save says "Not saved" and names Cost per day or Maximum days. The value could not be read. For example, "Maximum days: enter a whole number from 1 to 20." Fix the field and save again.
- My formula will not save. Use only the three salary variables and the operators
+ - * / ( ). Insert the variables with their buttons so the names are spelled exactly right. - The price looks wrong for some people. Check that those employees have an annual salary recorded. A missing salary can't give a correct price.
- I switched and my other value disappeared. That is expected: saving keeps only the one the switch points to and clears the other. Enter the value again with the switch set the way you want, and save.
- I can't find the fields. They are under the buy time off benefit's row on the Benefit Store tab of its own category. They don't show where the benefit is listed in a second category.