Setup or edit a Time Off Policy

This article will guide you in setting up or editing a Vacation, Sick or Other PTO policy at the company level, as well as walk you through assigning policies at the employee level.  

Please note that holiday policies are already set up at the company level but must be assigned to any applicable employees before you can use the holiday policy on Payroll Entry. For instructions on this process, view the How do I add holiday hours to payroll? article.

Adding a new Time Off Policy

1. Once logged into your payroll account, click on Company.
2. Select Manage Policies.
3. Click on Create Policy.
4. Select the type of policy you wish to add.
5. Enter the policy name up to 20 characters.
6. Select the policy start/reset date and if applicable enter the custom date.
7. To assign the policy to employees, click on select employees:
   • Click on the box next to the employee’s name this policy will apply to
   • Select the Pay Rate for that employee
   • Enter the Hours earned
   • Enter the Hours used
   • Repeat these steps for each of the employees
   • Once all of the employees have been completed, click on Select Employees
8. Select the accrual method:
   • For per period: enter the Accrual rate, Maximum balance and rollover balance
   • For per hours worked: enter the Accrual rate, uncheck any boxes for Earn During (or leave defaulted items if they apply) and enter the rollover balance
   • As a lump sum: enter the Accrual rate and rollover balance
9. Click on Save & Manage Policies.
10. If more policies are needed, repeat the above steps.

Add a Time Off Policy to an Employee

1. In the navigation, click Employees.
2. Click on the name of the employee you want to update.
3. In the left navigation list, click Time Off.
4. Click on the "Assign/Create Policy" link for the policy you want to assign.
5. You may be asked to reset payroll in order to allow these changes to be applied to your current payroll.
6. Find the policy you want to assign, and click “Select”.
7. Select the appropriate pay rate from the dropdown.
8. Add any hours the employee earned or used before the policy was set up.
9. Click “Assign”.
10. Repeat these steps for all employees that need time off benefits.

Edit an Employee's Time Off Balance

1. In the navigation, click Employees.
2. Click on the name of the employee you want to update.
3. In the left navigation list, click Time Off.
4. Select Edit Balances.
5. If there is more than one policy listed, select the policy.
6. Update any Earned YTD or Used YTD until the Current Balance is correct.
7. Click on Save Updates.
8. Repeat the steps for each policy or employee that needs editing.