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    Time Off Tab
    • 31 Oct 2024
    • 4 Minutes to read
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    Time Off Tab

    • Dark
    • PDF

    Article summary

    On the Time Off tab users can view and adjust an employee's PTO accrual balances.

    This tab is only displayed when PTO Accruals is enabled. PTO Accruals is only available when Workforce Payroll or the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.


    First, navigate to the desired employee's Employee Record. In the header, click 'Time Off' to open the Time Off tab.


    Security

    Users with the following permission will be able to access the Time Off tab:

    • Labor → Employees → Time → Accrual Balances → View Accrual Balances


    Accrual Balances Section

    All accrual rules assigned to the employee are displayed in the Accrual Balances section as summary cards. Clicking on a summary card will open the Accrual Balance Detail sidesheet, where additional details can be viewed and balances can be adjusted. 

    Accrual Balance Summary Card

    Field

    Description

    1

    Earning Type Icon

    Icon representing the earning type associated with the accrual balance:

      - Sick

      - Unpaid or Bereavement

      - PTO

      - Vacation

    2

    Accrual Balance Name

    Name of the accrual rule governing the accrual balance. This name is employee-visible when requesting time off.

    3

    Balance Bar

    Displays the employee's current available balance out of the total hours accrued for the accrual rule.

    • Dark blue section - Current balance

    • Light blue section - Used hours

    4

    Current Balance

    Number of hours the employee has available for use on time off requests.

    For unlimited policies, the current balance will always show as an infinity sign .

    5

    Total Accrued

    Number of total hours the employee has accrued for the accrual rule based on policy type:

    • Unlimited - Always shows an infinity sign

    • Accrued - Total amount accrued for the current calendar year + carryover from the previous year

    • Fixed Date - Total amount accrued this year + carryover from the previous year

    6

    As of Date

    Date current balance and total accrued amounts were last updated.


    Accrual Balance Details Sidesheet

    Field

    Description

    1

    Back Button

    Closes the Accrual Balance Detail sidesheet and return to the Time Off tab.

    2

    Accrual Balance Name and Icon

    Name of the accrual rule governing the accrual balance.

    Icon representing the earning type associated with the accrual balance:

     - Sick
     - Unpaid or Bereavement
     - PTO
     - Vacation

    3

    Information Button

    Displays the policy details of the accrual rule governing the accrual balance.
    Learn more about the fields for the different accrual types here.

    If the accrual rule has a tenure bonus, the impact to the employee is displayed.

    Employee receives the tenure bonus:

    Employee does not yet receive the tenure bonus :

    If the PTO accrual rule has a future version, an alert is displayed at the top with the effective date for the version. The rule information displayed is for the current version of the rule.

    4

    Unassign Accrual Rule Button

    Removes the accrual rule assignment from the employee.

    Accrual rules cannot be unassigned if the employee has pending or approved requests associated with that accrual rule. To unassign the rule, first deny all related requests.

    Removing the accrual rule will discard any balances the employee has accrued. 

    5

    Adjust Hours Button

    Opens the balance adjustment form where the user can add or remove hours from the employee's current balance. Learn more about adjusting balances here

    6

    Total Accrued

    Number of total hours the employee has accrued for the accrual rule based on policy type:

    • Unlimited - Always shows an infinity sign

    • Accrued - Total amount accrued for the current calendar year + carryover from the previous year

    • Fixed Date - Total amount accrued this year + carryover from the previous year

    7

    Used

    Number of hours the employee has used for time off requests for the accrual rule. This amount is updated on the day of the request and does not reflect hours requested for future dates.

    8

    Current Balance

    Number of hours the employee has available for use on time of requests for the accrual rule. This amount will be equal to 'total accrued' hours - 'used' hours.

    For unlimited policies, the current balance will always show as an infinity sign.

    9

    Balance Bar

    Displays the employee's current balance out of the total hours accrued for the accrual rule.

    • Dark blue section - Current balance

    • Light blue section - Used hours

    10

    Current Balance as of Date

    Date current balance amount was last updated.

    11

    Maximum Balance

    Maximum number of hours the employee can accrue in a single year.

    Balance Log

    The Balance Log section displays all of the employee's balance activity for the displayed accrual rule. 

    Field

    Description

    1

    Search

    Filters the Balance Log for entries that contain the entered text in the Type or Status columns. 

    2

    Smart Grid Controls

    Table ViewsSave/edit table views.
    FilterFilter column information.
    ColumnsRearrange table columns.
    ExportExport the table to a .csv file.
    RefreshRefresh the table.
    Learn more about working with grids.

    3

    Balance Adjustment Entry

    Adjustment made to the employee's accrual balance. 

    Balance Log Columns

    Column

    Description

    Type

    Type of the adjustment:

    Adjustment - Balance was manually adjusted on the Employee Record.
    Employee Request - Employee requested time off.
    Accrual - Accrued hours added based on accrual rule settings.
    Expiration - Accrued hours removed based on the expiration settings in the accrual rule.

    Status

    Approval status of employee requests:

    Pending - Employee request has not been approved or denied.
    Approved - Employee request was approved.
    Denied - Employee request was denied.

    Dates

    Dates associated with the balance change.

    For manual adjustments and rule-driven adjustments, the date of the adjustment is displayed.

    For employee requests, the date range of the request is displayed.

    PTO hours are deducted on each day of the PTO period. Prior to the associated dates, the remaining balance amount is unchanged.

    Start Date

    Start date that the balance change will be applied.

    End Date

    End date that the balance change will be applied.

    Change

    Amount of PTO hours to be added or removed from the employee's balance.

    Remaining

    Employee's balance after the change in hours is applied.

    The amount in this column reflects the employee's remaining balance as of the current date. PTO hours are deducted on each day of the PTO period. For approved requests with dates in the future, the value in this column will update as associated dates have passed. For denied and pending requests, the change in PTO hours is not applied.

    Reasons

    User entered reason for manual balance adjustments. 


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