Time Off Tab (Employee Record)

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. This button is not displayed when the accrual rule’s effective start date is in the future.
6	Regular	Number of hours the employee has accrued that are included in accrual cap calculations, including: Hours accrued for the accrual rule this year, based on the annual expiration date of the rule. Carryover from the previous year when the carryover type is ‘regular’. Manual adjustments when the manual adjustment type is ‘regular’. Unlimited rules always shows an infinity sign
7	Exempt	Number of hours that have been added to the employee’s balance that do not impact accrual cap calculations, including: Carryover from the previous year when the carryover type is ‘exempt’. Manual adjustments when the manual adjustment type is ‘exempt’. When the employee uses accrued hours, exempt hours are used first. This field is only displayed when the employee has accrued exempt hours.
8	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.
9	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.
10	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
11	Current Balance as of Date	Date current balance amount was last updated.
12	Accrual Cap	Maximum number of hours the employee can accrue or bank based on the accrual cap type of the rule. Limitless Accrual - Always shows as an infinity sign . Maximum Yearly Accrual - Displays the maximum amount of hours the employee can accrue in a year. Maximum Running Balance - Displays the maximum amount of hours the employee can bank. When the current balance is equal to the maximum running balance, the employee will stop accruing hours. Once hours are used, the employee can accrue again. When the employee has accrued exempt hours, these hours increase the employee’s maximum balance and are displayed along with the accrual cap.

Balance Log

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

Field

Description

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

Smart Grid Controls

	Table Views	Save/edit table views.
	Filter	Filter column information.
	Columns	Rearrange table columns.
	Export	Export the table to a .csv file.
	Refresh	Refresh the table.

Learn more about working with grids.

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.