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      How to Setup and Use Sick and Vacation Time

      1) Make Sick Time and Vacation Time ACTIVE.

      • On your Bilflo Account, Go to Settings > Pay Bill Items.
      • Look for Sick Time (System) and Vacation Time (System) and make sure they are ACTIVE. If the INACTIVE attribute is displayed, set to NO. (see Image 2)
      • Once the Sick Time (and Vacation Time) PBI is set to ACTIVE, you should be able to set up Rules (i.e. templates around the Settings) 

      Image 1

      Image 2

      2) Set up a Sick Time Rule or Vacation Time Rule

      • Go to Settings > Benefit Time Rules
      • Click on either Add Sick Time Rule or Add Vacation Time Rule
      • A pop-up screen will show up where you can add your rules.

      Image 3

      • These rules can be applied to Team Members and Contractors
      • Many customers use this to set up state-specific rules (i.e. California Sick Time, Arizona Sick Time, etc.)

      IMage 4

      3) Begin Tracking Sick Time/Vacation Time

      • To enable the Sick Time/Vacation Time for any contractor or team member, go to their respective profiles (contractor profile page or team member profile page) and click Enable Sick Time or Enable Vacation Time.

      Image 5

      • Click LOAD RULE and the rules created will show as options on a pop-up screen

      • Click SELECT on the applicable rule and then the appropriate fields on the contractor’s profile will be populated based on the rule settings.
      • Once the contractor profile is filled out successfully, click Save and then go to their associated Contract Job Record that will track and apply a pay/bill rate associated with Sick Time.
      • On the Contract Job page under the Time and Pay Section add the Sick Time PBI or the Vacation Time PBI if it’s not already added.

      • Once the Sick Time/Vacation Time PBI is added, add a Pay Rate and Bill Rate then save the Contract.

      Note: If Sick Time is not billed to the client, enter 0 (zero) on the Bill Rate. In the future, if this needs to be billed, you can go back to the contract job page and add in the Bill Rate.

      4) Sick Time/Vacation Time Journal

      • This journal entry displays accruals (depending on the rule selected), hours used, hours worked, available balance, etc. 
      • You can recalculate the journal entries and add adjustments by clicking the +Add Adjustment button. This gives you the ability to add/adjust accruals.

      5) Contractor and Team Members View

      • Once the Sick Time is added to the contract job, a Sick Time/Vacation Time button will be available on the Bilflo timecard.
      • When the user clicks the Sick Time button, it will show them time entry fields to enter sick hours used for each applicable date worked on this timecard.

      Note: The boxed section below will allow entries to be made only if a contractor is eligible to use Sick Time, otherwise, this section will display read-only cells (greyed out) and the user will not be able to enter sick time.

      • A summary of their Sick Time is also displayed: Beginning Available Sick Time, Sick Time Used on this Timecard, and the Ending Available Sick Time.