First, set up and configure your time off codes and preferences. Only admins can set up and manage time off accruals.
Set up time off accruals
Note: Accrual settings set up in the Time Off Codes window apply to all team members assigned to that Time Off code, except those with personalised accrual settings. If a personalised accrual was set up for a team member, it's noted within the Time Off Accrual Settings window at the top: x team members have personalised accrual settings and will not be affected by any changes made here. Click X team members to see the list of team members with personalised accruals.
- Go to Feature Add-ons > Time Off Codes.
- Next to the Time Off code you want to enable, select the pencil icon.
- Check Track Accruals, then select Edit Settings.
- From the Accrual Settings dropdown, select None, Manual, Yearly, Every Pay Period, or Based on Hours Worked.
- None: No automatic accruals are set up and there is not a bank of hours to add to.
- Manual: No automatic accruals are set up, but hours can be added through the Accrual Ledger.
- Yearly: Adds a lump sum of time to the assigned team member’s balance.
- Every Pay Period: A set amount of hours accrue at the end of each pay period.
- Based on hours worked: Determines how many hours to accrue based on how many hours an individual team member has worked by the end of a pay period.
Note: For the Accruals that will take place X day(s) after the end of each pay period, 5 days is recommended. This buffer allows for timesheet adjustments before time off accruals are calculated based on those timesheets.
Add or adjust team member time off balances
Add or adjust individual team member accrual settings
Send an anniversary reminder (PTO Adjustment Reminder) email to admins and managers
This feature allows you to select recipients for a monthly recurring email. The email includes a report of team members who are approaching the anniversary of their hire date and what their current accrual settings are.
This is the best way we've found for administrators and managers to proactively manage which users may need changes made to their accrual settings as they approach set years of employment.
- Go to Feature Add-ons > Time Off Codes.
- Select Actions > Set Accrual Reminders.
- In Anniversary Reminders, select the option next to "Who should get these reminders?", to choose who in your company receives a monthly email with a list of team members who have accruals configured for time off codes.
- After selecting the recipients, select OK. Then select Save.