Note: the email notifications will be sent immediately upon time off being recalled by the user.
Creating & Submitting Expense Reports
How to create, review, and edit your expense reports.
Creating & Submitting Timesheets and Time Off
How to create and submit your timesheets and time off requests.
Approving Expenses & Time
How to review and approve expense reports and time.
Reporting Module Overview
An overview on how to create and generate reports.
Configuring Company Settings
How to manage your company's data and settings.
Configuring Time Off
How to manage time off settings and policies for your company.
Configuring Company Credit Cards
How to manage your company's credit cards.
Travel Booking & Analytics
Review how to book travel, run reports, & view unused tickets.
Watch Nexonia's easy-to-follow brief tutorial videos here.
A downloadable PDF guide to simple Time Off:
Approving a time off request advances it to the next step in the approval workflow. If the request is approved at the final step in the workflow, the status changes from Submitted to Approved.
When logged into Nexonia on the web, from the home screen, either click on Approvals along the navigation bar or click on the Approval System icon on the welcome page.
Note: If you are using multiple Nexonia products, ensure you have clicked on Time Off just below the navigation bar after accessing Approvals.
You will now be able to review any requests that have been submitted to you. Click on a request to open it for review.
Based on your permissions, you may be able to make edits and changes to the content. Otherwise, the information will be presented in read only.
You can Approve or Reject requests in a couple different ways.
If you are rejecting a request, you will likely be prompted to fill in a comment. This is information that will be communicated to the original submitter.
Otherwise, approving the request will remove it from your approval queue and progress it in the approval workflow to the next step.
Administrators can manage Time Off accrual bank balances manually in Nexonia. This is used typically to initialize the time off bank with an opening balance, or to adjust the balance of time a user has.
Note: Administrators will need to do this step when Adding New Users or implementing Time Off for the first time.
To manage the bank balances:
Log in to Nexonia as an Administrator and navigate to the Time Off module.
Click the button Manage Banks - only administrators have this button available.
You'll now see the Manage Banks window. The dropdown under Bank allows you to select which bank of time you're viewing. Once you select the bank, you'll see a list of only the users linked to this bank via their time off profile.
The columns you'll see are:
Click the Modify icon (the pencil) in an employee's row will open the Manual Edit window where you can adjust the bank balance up or down.
To Adjust a Bank Balance
To Set an Opening Balance:
Click the OK button and the balance will be updated.
To Adjust Time for Multiple Users - Bulk Edit
1. Use the checkboxes on the left to select the employees you want to edit.
2. Click the Bulk Edit button in the top left, and select "Add/Remove".
3. You'll now see a Bulk Edit window - to apply an amount to all the users, use the Add/Remove box at above the list of users.
4. Enter the amount you wish to adjust - enter negatives for any deductions. You can also click on the plus and minus signs +/- to adjust the amount up or down.
5. Any amount you enter in the top Add/Remove field will copy into the individual user lines - you can also adjust the individual users as needed.
6. Add the required memo - the memo is required for the audit history, so you'll always need to make a note regarding the balance adjustment.
7. Click the OK button and the balances will be updated.
Public holiday profiles are used to record the public holidays observed by your organization. Administrators will need to create a new Holiday List for each year, so the system knows what to designate as a holiday in Nexonia’s Time Off module.
To update your Holiday Profile with a new year:
Go to Settings > Company > Time Off > Public holiday profiles tab
You should see a list of any existing holiday profiles (if not, you can click Add to create a new profile). To edit the holiday profile and add the new list:
Click “Actions” and click “Edit” to edit this profile.
Next, you’ll need to define the holidays for a specific calendar year.
Your new holidays will now be updated for the users linked to that Holiday Profile.
Note: the email notifications will be sent immediately upon time off being recalled by the user.
Nexonia allows approval of Time Off requests via the email notifications sent to the approver. If enabled by administrators, the approval notification email will include "Approve" and "Reject" buttons in the body of the email.
The approval via email feature is enabled as part of the Approval configuration. It can be enabled on all steps of the approval workflow, or only on specific steps. Once enabled, provided the Notifications for Time Off are being sent, this function will be active.
To Enable Time Off Approvals via Email
Navigate to Settings (gear icon) > Users > Approval.
Navigate to the approval workflow you want to modify, and click the Edit (pencil) icon next to it.
You should now see the approval workflow and its steps.
Navigate to the step you wish to modify, and click on the name of the step. You should see the name of the step now appear in the bottom section detailing the approval assignment and settings for this approval step.
Scroll to the setting Approve or Reject by Email, and click Yes to enable it. Scroll to the bottom of the approval settings and click the Modify button.
The setting is now active. Ensure your Time Off notification emails are enabled (Settings > Company > Notifications) and this function is now active.
Nexonia can send email notifications to your users. Notifications are typically sent to alert approvers when time-off requests are submitted to them, and notifying submitters when time-off requests are approved or rejected.
You can enable notifications in Nexonia by navigating to Setup > Company > Notifications > Edit.
Scroll to the row Time Off Approval Workflow. These are the settings to send reminders and notifications related to the submission and approval of expense reports.
Check the Active box to enable this notification workflow.
Below would be a standard notification configuration. Check off the appropriate boxes, scroll to the bottom and click the Apply button to save your settings. This will now enable the email notifications.
Assignee, Unapproved = reminder emails if an approver hasn’t review the submitted time-off requests after a day. Frequency can be adjusted here.
Author, Rejected = notifies the submitter if a time-off requests was rejected. You can choose to copy any Prior Approvers as well.
Author, Approved = notifies submitter when time entries are approved.
Assignee, Assigned = notifies approver when time entries are submitted to them.
Assignee, Recalled = used to notify approvers if a time-off request in their approval queue is recalled by the user.
Other, Approved = used to email a copy of the notification of approval to another email address.
Notification Terms and Values
In Nexonia, administrators will have the rights to manage the time off bank balances for all users. This is the ability to make manual adjustments to the amount of time any specific user has been allotted.
Navigate to: Time Off > Manage Banks > select the bank from dropdown list > click the edit pencil for the user that requires an edit.
In the Update field, fill in the adjustment amount (can be a negative value). This will affect the New total field where you'll see what the new balance will be for the user. In the Memo field, enter in the reason for the change.
In the example below, our employee had 15 days allowed for PTO, but a manual adjustment of +2 days has been allotted.
The above example showed us how to adjust an individual's bank, but there is a bulk option available too. After selecting the bank, use the checkboxes on the left to select which users you'd like to make the same change to.
Next, click on Bulk edit > Add/Remove. Options exist to add/remove the same amount for all users or you could still make the individual adjustment on the user's line.
"Hours per Day" can be set for each Role in Nexonia.
The "Hours per Day" is used in Time Off for the following reasons:
1. Public Holidays
If the "Hours per Day" in the Role is set to 8.00 hours, the public holiday will pre-populate the hours as 8.00 hours.
Note: Some users may have a 4.00, 10.00, 12.00 hours set as their "Hours per Day". These users will see the public holiday appear according to what is set in the role.
2. Time Off
If the "Hours per Day" in the role is set to 8.00 hours, users can book up to 8.00 hours of Vacation or Sick. Users will not be able to book 10.00 or 12.00 hours as it will exceed the number of working hours that is set in the Role.
How to Set "Hours per Day"
Log in to Nexonia on the web as an Administrator.
Navigate to Settings > Users > Roles
Click on the pencil icon to edit the Role > General
Enter the number of "Hours per Day" (e.g 8.00)
Time off profiles are used to define how you would like your time off types to be displayed and used by your organization.
Adding a Time Off Profile:
Go to Settings > Company > Time Off > Time off profiles
Click Actions > Edit next to an existing time off profile or click the 'Add' button to add a new Time Off Profile. If adding a new Time Off Profile, enter a Name and indicate if the profile is to be defined in Days or Hours.
Adding a Time Off Type:
Once you're in the "Time off profile" window click Add to add a Time off Type.
Enter a Name (e.g "Vacation Days", "PTO", "Personal Days" etc.)
This setting will impact the display of used+booked days in the past
The bank's progress bar (on upper left hand side of Time Off tab page) will only take into account used and booked days that fall on dates on and after January 1st of the current year.
Days Off taken before January 1st of the current year are not taken into account in the numbers shown in the bank's progress bar.
When creating a Time off Type, you can select the "Mode". The "Mode" determines how the bank of time will be displayed to the user.
Time off Banks are how we track our time. You will want to create a new bank for every type of time off you are looking to track in Nexonia.
To create a new bank:
Go to Setup > Time Off > Time Off Banks > 'add' button' >
Accruals defines how employees earn time off during a set period of time.
The bank updates new accruals (Accrual batches) based on this date and on the Accrual Period.
For example, if your Accrual Period is Weekly, and you set Period Start to be October 7th, 2015, which happens to fall on a Wednesday, then the start of every one of your weekly periods will be on a Wednesday. If no 'No Run Before' is specified, and the accrual service runs every day, then on October 14 2015, the first automatically calculated accrual will appear on October 15th 2015 for the period of Oct. 7 to 14, 2015.
No Run Before is practical when administrators have in the past added manually the hours or days to the user's time off banks. To avoid additional hours being added for periods in the past that have already been dealt with manually, we can impose a No Run Before date.
The accrual batches will not be calculated for periods that end before this date.
The accrual batches will be calculated back in time up until the Period Start date if no No Run Before date is specified. Some users' first accrual period can be based on the user's Effective Start Date if it is after the Period Start and the No Run Before dates.
This is not applicable when the user's first accrual period is dictated by the No Run Before date.
Prorated accrual: The accrued time off will be calculated proportional to the time of employment during that accrual period.
For example, let us say the accrual period is monthly. The period starts on January 1st 2015. A new employee starts with the company on January 15th, 2015. He is to accru 20 hours per period. The employee will accrue for the period of Jan. 1st to Feb. 1st 2015 11.00 hours.
Skip first accrual: No accruals are added to the bank for the user's first period.
Regular accrual (full period): Accrued amount is regardless of the user's Effective Start Date. The User will accru the full amount for his first accrual period.
Carry over limit is the maximum of days/hours you can keep in your bank from one year to another. The Carry Over Limit can fall in the middle of a period. In this case, the Carry Over is applied to the bank and afterwards, at the end of the period, the accrued amount is added to the bank.
The day of the month when the carry over is applied each year.
The month when the carry over is applied each year.
Number of months after user's Effective Start Date on which the user can create time off requests from this bank.
An empty field or zero months means that the employees can create time off requests from this bank as soon as they start their employment.
You now need to configure how the time off bank accrual will be calculated:
Please see the following articles to learn how to continue each type of accrual
Once you've configured the accruals, click "OK" to save the bank.
You can now proceed with creating a Time Off Profile and Time Types which can use this accrual bank.
Nexonia's Time Off module can be configured with a public holiday profile, so the system knows which days to designate as a holiday. The public holiday profile is then linked to the user's Region, so that when they book time off, the system knows not to count public holidays in their time-off request.
Administrators will need to create a new holiday list each year.
The public holiday profile can also be integrated into the Timesheets module to populate time entries with the public holiday and related task.
Note: the following instructions assume you've enabled the Time Off module.
To add the initial public holiday profile:
Navigate to: Settings > Company > Time Off > Public holiday profiles.
Enter in the following fields to create the Holiday profile:
Click Add to start defining the public holidays.
Fill in the Year to identify the calendar year the following holidays pertain to.
Fill in the Name of the public holiday (i.e. New Year's Day, Labor Day, Thanksgiving, etc.) as you'd like it to appear in the Timesheet.
In the Date field, select the date for this holiday from the calendar.
Repeat the 3 previous steps until all your public holidays have been added to the profile.
Associating the Time Off Profile with the Region
Next, you will need to assign the Public Holiday profile to the region. This is how the system understands which days should be applied to a group of users. Navigate to: Settings > Company > Regions. Click on the region, then Edit.
Scroll down and set the applicable Holiday Profile. Click Apply.
Note: you can override the regional default for the holidays by editing the individual user accounts. This means you can set a user to a specific public holiday profile rather than the regional default.
You've now successfully configured the public holidays. If you go to the Time Off calendar for any users for the above region, you should see the public holiday dates in grey blocks. In the example below, Aaron is booking 3 days as vacation, but only deducted 2 days of PTO as one day is a public holiday.
Mono-Tier accruals are supported in Nexonia if your organization grants an amount of time off based on a set period (ex. Weekly, Monthly, Yearly).
To create a mono-tier bank navigate to: Settings > Company > Time Off > Time off banks > Add.
Fill in the Name for this bank and check Accruals. Define the parameters the accruals will work based off of. Refer to the article Creating a Time Off Accrual Bank to review the configuration for the bank prior to the Accruals Method. We'll provide instructions below on how to create a mono-tier accrual calculation.
In the below example, we see employees accrue 15 days of vacation per year, and can only carry over 3 days into the next year (period).
Mono-tier: Accruals are based on a simple calculation. Only one accrual rate is calculated and the concept of seniority (employee's number of years with the company) is not taken into account in the calculations.
Accruals preview button: