Once a Vacation Bid Package is saved and appears on the Enhanced Vacation Bids page, the user can create an associated Bid Round by selecting the Package from the list which opens the details window.
Clicking the + Add Bid Round button opens the Create/Edit Bid Round page. In the Create/Edit page fill in the required fields, Bid Round number if needed and select the Accrual Account, where time-off will be deducted, from the dropdown menu. Enter the Effective Date Range, limiting the dates which the employee can bid on during the Bid Round, in the available fields.
In the Vacation Bids section determine if the employee can bid for time off in Days, or Weeks.
Set a specific amount of minimum and maximum awards per round if necessary.
Check the last box to allow employees to set their own maximum number of days/weeks awarded.
In the Rebid Option section displays the following choices:
Exchanges Permitted - By enabling this option, Location Administrators are allowing employees to exchange previously awarded vacations if they choose to do so. When awarded, only new Awards will appear and the exchanged preferences will be removed.
Max number of days that can be exchanged cannot exceed number of days in preference: Employees can select previously published weeks to exchange on multiple preferences within the Bid Round, however they are not able to select more days to exchange than what is in the preference when this option is enabled.
Allow Domino Awards: When running awards for multiple employees, this option can be enabled to make preferences that have been exchanged for newly awarded preferences, available to be awarded to other employees who have the exchanged preference higher in their list of preferences.
Employee 1 has Week A listed as their first preference (awarded to Employee 2) but awarded their second preference, Week B.
Employee 2 exchanges Week A for Week C.
The system will automatically award Employee 1 Week A (now available because of the exchange), unaward Week B, and check for other employees who have the newly available Week B listed in their preferences, etc.
Freeze Slots - When enabled, slot availability for the award process will be as of the Bid Window Open Date and reflected in the employee's selection calendar.
NOTE: The Domino Awards setting is not available for selection when Freeze Slots is enabled.
NOTE: Both Rebid options, Exchanges Permitted and Freeze Slots, are only available to toggle on and off prior to an employee adding a Bid Preference to their cart. At which point both will be locked in whatever state they were in until the preferences are deleted.
Determine if Multiple Bids must be consecutive and if so, set the minimum amount of consecutive days/weeks if desired.
In the Bid Preferences section the user can determine if they want to set a minimum or maximum number of days/weeks the employee has opted for in their Bid Preference.
Enter the Maximum number of Preferences Awarded per round in the available field.
Enable the Allow employees to select days/weeks that have no slots available option when allowing Exchanges Permitted and Domino Awards. when checked, unavailable slots will then appear on the employee's calendars and allow for selection and bidding in the event of an exchange.
The Bid Window Date Ranges are based on Company Administrator Location edit settings which may require bid rounds to begin and/or end on specific dates of the week. If set, only valid start and end dates will be available for selection. Start date can only occur from the current day forward as indicated in the calendar pop-ups. Unlike shift Bid Packages , there is no requirement to end the bid round prior to the Vacation Bid Package start date.
Once saved, all Bid Rounds are displayed within the Bid Package page.
Clicking the View button allows the user to view the details, make necessary edits as well as other functions displayed in the links at the top of the page including Run Award and Publish Award.