Payroll Help

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Managing Time Off

In this article:

This article explains how to manage employee time-off balances (e.g., vacation, sick, personal time). See Editing an Employee’s Time-Off Balance to learn how to add or remove time-off hours for individual or multiple employees.

Setup time off

  1. Define Time-Off Hour Types: First, set up the types of time off you want to track. See Setting Up Time-Off Hours.
  2. Configure Accrual Rules (Optional): You can set up company rules to automatically calculate and accrue time off with each payroll. See Setting Up Company Time Off Accrual Rules for details. Once configured, accruals are visible on the Manage Time Off page.

Viewing Time-Off Balances and History

  1. Go to Payroll > Payroll Tasks > Manage Time Off.
    • Click the “Show Inactives” toggle to see inactive employees in the list
  2. Select Hour Type – Choose the time-off type you want to view from the dropdown.
  3. Date Range – Enter the desired date range
  4. Click Run Report.
  5. Review Employee Balances – The report displays for the selected time-off type within the specified date range. Dates are based on the pay period the hours are used, not the pay date. The report encompasses employee’s:
    • Starting Hours (hours prior to the start date)
    • Hours Adjusted
    • Hours Used
    • Available Hours
  6. View Detailed History: Click an employee’s name to see their complete time-off history for that hour type, including dates within the pay period and the source of the time off (e.g., “Time Card,” “Employer Entry,” “Accrued,” or “Payroll Adjustment”).

Recording Time Off

  • You can record time-off activity on the employee details page.
  • If you use Time & Attendance, time off can also be recorded directly on the employee time card (by either the employer or employee).

đź’ˇNote: If you reduce an employee’s time-off balance before running payroll, you must still add those hours during Step 1 of the Payroll process. The system will then adjust the balance on the payroll worksheet. See Using Time-Off Hours in a Payroll for details.

See Editing an Employee’s Time-Off Balance to learn how to add or remove time-off hours for individual or multiple employees.

Employee Self-Service: Employees can view their own time-off history through their employee portal. See Viewing My Time-Off History Report for employees.

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