Managing Time-Off

Background

Learn how to manage employee time off hours for payroll (e.g., vacation, sick, personal time). Employees can view their own time-off history through their employee portal. See “Viewing My Time-Off History Report” for employees.

Set Up Needed for Managed Time Off

For time off management, make sure you have:

1. Set Up Time Off Hours by defining Time-Off Hour Types. First, set up the types of paid time off (PTO, Sick , Vacation) you want to track.
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.

How to Add Initial Hours to Employee Time Off Balances

To add initial hours to an employees time off balance:

1. Go to Payroll > Payroll Tasks > Manage Time off
2. Go to Payroll > Payroll Tasks > Manage Time Off.
   • Beta for Request Time Off, go to: Payroll > Payroll Tasks > Hour Balances
3. Select Hour Type – Choose the time-off type you want to view from the dropdown.
4. Date Range – Enter the desired date range
5. Click Run Report.
6. Check the boxes beside each employee to make bulk entries
7. Click the “Manage {Hour Type} link
8. Adjustment Type: Add Hours
9. Add how many hours you want the employees to have.
10. Enter an effective date. Effective dates are based on the pay period the hours are given in and not the pay date.
11. (Optional): Add comments
12. Click Save.

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

How to View an Employee’s 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”).

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