Payroll Help

Your Payroll Software questions answered here

Editing an Employee’s Time-Off Balance


You can manually add and remove hours from an employee’s time-off “bank” of hours. You can make the same edit for multiple employees at one time, or just one employee.

Also see:
Setting Up Time-Off Hours
Managing Time Off
Using Time-Off Hours in a Payroll

You can also set up company accrual rules to automatically calculate and give time off.
Setting Up Company Time Off Accrual Rules
Managing Employee Accrual Rules
Earning Accrued Time Off Hours

Here’s how to add or subtract time-off hours for an employee:

Payroll > Payroll Tasks > Manage Time Off > Select Hours Type > Run Report

  • To edit one employee at a time, click the employee’s name.  Click the Manage button above.
  • To edit more than one employee at a time, select the employee(s) you want to edit by checking the box beside each name.  Click the Edit button above.
  • Choose from the following options:
    • Add Hours:  You will be giving more time-off hours to use and will increase available hours.
    • Deduct Hours:  You will be using time-off hours and will decrease available hours.
  • Enter the amount of hours.
  • Enter the effective date of the activity.  Note the effective date should be based on the pay period where the hours are added or deducted, not the pay date.
  • Enter any optional comments. These are only visible to the employer, not the employee.
  • The Current Available Hours column shows the balance as of the effective date before the edit. The New Available Hours column shows the balance after the edit. The new balance will not be updated until you click Save.

When you save, you will see your most recent edit in the Manage Time Off list and each employee’s Time-Off Detail page.

Note:  If you have Time & Attendance and the employer or employee tries to enter time off when there is not enough time available on that date, a warning message will appear and the time card cannot be saved. An employee also cannot take time-off hours earlier than the date the employer gives them. For example, if you add 80 hours to Allowed and enter a date of August 20, the employee may only enter those hours on their time card on or after August 20.

Your feedback will not receive a reply. If you have a specific issue, please reach out to our support team here.