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Time code balance policies are rules based on individual employee time code group balances. This allows admin to create policies that limit the number of hours charged based on that individual's balance. This is particularly useful for Leave time codes (Sick, Vacation, Personal, etc.).

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In order for a time code balance policy to be functional, Time must have the individual user balances saved in the application for each reporting period.

There are 2 steps in creating a Time Code Balance Policy

1. Organization Attributes: Identifies which employees this policy will apply to.
2. Time Code Group Attributes: Identifies which Time Code Groups this policy applies to.

Step 1: Organization Attributes

The first step of creating a time code balance policy is to identify which employees this particular rule applies. If this policy will apply to all users, click the Next button.

Fill in the following fields:

• Description of Attributes: Enter a name that will easily identify the organization attributes of this policy.
• Organization Group: If this policy will apply to an Organization Group, select it here.
• Operating Unit: If this policy will apply to a specific Operating Unit, enter it here (If selecting a Department, an Operating Unit must be selected).
• Department: If this policy will apply to a specific Department under the previously selected Operating Unit, enter it here.
• Location Group: If this policy will apply to a Location Group, select it here.
• Location: If this policy will apply to a specific Location, enter it here.
• Employee Type Group: If this policy will apply to a Employee Type Group, select it here.
• Employee Type: If this policy will apply to a specific Employee Type, select it here.
• Exempt: Select whether this policy will only apply to exempt employees or non-exempt employees.
• Full Time: Select whether this policy will only apply to Full Time or Part Time Employees.

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  *Note: Leaving a field blank or not making a selection will default that field to <ALL>.

Click the Next button when finished.

Step 2: Time Code Group Attributes

The final step is assigns the hourly values of this policy as well as decides what to do if the policy is violated.

Fill in the following fields:

• Name: Enter a name for this policy.
• Condition:
  • Sum of Time Codes in Group: Select which Time Code Group this policy will apply to
  • Exceed Allowance: The amount over their time code balance that the user is allowed to charge.
• Approval Options: Select if a timesheet should be routed to an additional approver if it fails validation.
  • Policy Approval Group: Select the policy approval group to route timesheets that fail validation.
  • Policy Approval Option: Select whether the to append the policy approval group to existing approvers or replace the entire approval structure and route to the policy approval group.
  • Override Policy Approvers while Routing: Select if/when policy approvers should be overridden
    • Never: The policy approval group should never be overridden when routing.
    • Always: The policy approval group should always be overridden when routing.
    • From Time Entry Only: The policy approval group will only be overridden when routed from the time entry screen.
    • From Timesheet Search Only: The policy approval group will overridden when routing from the Timesheet Search window.
• Other Policy Details:
  • Actual/Planned: Select whether this policy will apply to actual timesheets of planned (future) timesheets.
  • Action: Select whether or not to flag the timesheet or timesheet line that violates the policy. If "Flag" is chosen, a message must be included.
  • Allow Release: Select whether or not a timesheet may be submitted if it violates this policy (Hard Stop vs. Soft Stop). If "No" is selected, the action must be set to "Flag" and a message included.
  • Require Explanation: Select whether or not a note must be added to a timesheet or timesheet line that violates this policy. The employee will not be able to submit the timesheet until a note is added.
  • Must Exist: Select whether or not the time codes must exist on the timesheet.
  • Message: Enter the message the user will see if the policy is violated.

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    *Note:By default, Time will add the Allowed and Charged amounts to a message. To remove this from the message, begin the message with "$$$"

  • Active: Select whether or not to enforce the policy.

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To create a Balance Policy

1. Expand Time by clicking on the plus sign.
2. Expand Policy Setup by clicking on the plus sign.
3. Click on Balance Policy
4. Click on Add

5. Enter the following:

   Field	Description
   Policy Name*	Enter a name for the policy
   Flag Lines*	Yes - Display a flag on the lines that violate the policy No - Will not display a flag on the lines that violate the policy
   Allow Release*	Yes but Notes Required - Allow this timesheet to be released when the policy is violated but a note will be required. No for Current Time, Yes Time Off Request in the Future - Will not allow current timesheet period to release but will release for future timesheet periods. No - Timesheets can not be released until the line no longer violates the policy. Requires Notes - Yes for Current Time, No for Time Off Request in Future - Allows timesheet for current period to release with notes but will not release for future time periods. Yes - Allow this timesheet to be released when the policy is violated
   Approval Option*	Choose who approves timesheets with this policy being violated: Enabled Based on A Team Approval  - This is based on a Team Approval that has been set up with the A Team type. Enabled Based on B Team Approval  - This is based on a Team Approval that has been set up with the B Team type. Disabled - No approval flow for this policy Enabled Based on This Policy - Approval based on only this policy. The approvers related to just this policy can be added in the later step.  Enabled Based on Employee Home Department - Based on Employee Home Department approval (approvers would need to be set up under department). Enabled Based on Worked Department - Based on Worked Department approval (The department field would need to be enabled on timesheet where users could update and also approvers associated with each department would need to be set up). Enabled Based on Main Team Approval - Based on the Main Team Approval set up
   Replace Current Approval Flow*	Choose whether a timesheet with this policy being violated will have it's approval flow replaced
   Allow Override by Routing*	Select either Yes or No depending on if you would like the approval group to be overwritten when using the routing option.
   User Message*	Choose a message to be displayed to the user when this policy is violated
   Maximum hours to exceed*	Number of hours that can be exceeded for this balance policy.
   Time Code Group *	Select the time code group that will trigger this balance policy.
   Validation Start From*	Select either the Current Period or the specific month you would like the balance policy to start.

   * Indicates a required field

6. Click Next
7. Click on Add to add a query to the policy.
8. Click on the drop down menu next to *Query Field and select the field you would like to query base off of. 
9. Enter in a Condition
   1. In - Provides a list of values that are available in the field that can be included
   2. Not In - Provides a list of values that are available that can be selected to not include
   3. = - equals (the exact value will need to be entered)
   4. <> - not equals (the exact value will need to be entered)
   5. Like - like (value will need to be entered)
   6. Not Like  - not like (value will need to be entered)
10. Enter in a Value
11. Click on Apply
12. Add as many queries as needed
13. Click Next
14. If you would like to add the message in a different language you can do so in this screen. If not click Finish.