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Set up time off codes and accruals in TSheets

In TSheets, time off refers to the benefit that provides a bank of hours that a team member can draw from to take time off of work, paid or unpaid. These can include Vacation, Sick time, Personal leave, Holidays, and more.

Who can do what?

  • Account administrators can set up time off codes and accruals.
  • Administrators and managers can enter time off for team members.
  • Team members can only enter time off for themselves if they have been granted the "Allow team members to submit time off" permission.

Configure time off preferences

  1. Go to Company Settings > Time Options > Time Off.
  2. Select the Enable time off checkbox.
  3. (Optional) Select the Allow team members to submit time off checkbox and Save.
    • This allows team member to add their own time off timesheets (admins and managers can be notified). Leave it unchecked if only admins and managers should enter time off timesheets for their team members.
  4. Go to Feature Add-ons > Time Off Codes. The Time Off Preferences window displays.
  5. Select the Preferences tab.
    • Set up notifications to email admins and/or managers when team members submit time off timesheets.
    • Select days when adding a time off timesheet is prevented.
    • Choose if managers can edit team member's time off ledgers or not.

Create a time off code

  1. Go to Feature Add-onsTime Off Codes. The Time Off Preferences window displays.
  2. Select the Time Off Codes tab > Add New.
  3. Enter the Time Off name and choose whether it is a Paid or Unpaid code.
  4. To assign whoo can use the code, click Assign to Individuals or Groups. Make your selections and click Save.
    • Note: New team members are automatically assigned to a Time Off code and its associated accrual setup when the code is assigned to all team members.

Configure and assign team member accruals

Note: Accrual settings set up in the Time Off Preferences window apply to all team members assigned to that time off code, except those with personalized accrual settings. If a personalized accrual was set up for a team member, it's noted within the Time Off Accrual Settings window at the top: x employees have personalized accrual settings and will not be affected by any changes made here. Click X employees to see the list of team members with personalized accruals.

  1. Go to Feature Add-ons > Time Off Codes.
  2. Select the Time Off Codes tab, and next to the time code you want to enable, select .
  3. Check Track Accruals or, select Edit Settings.
  4. From the Accrual Settings drop-down, select YearlyEvery Pay Period, or Based on Hours Worked.
  5. Watch the above video (starting at minute 2:34) to determine which selection to make, and click Apply.
    • Note: for the Accruals will take place X days(s) after the end of each pay period, 5 days is recommended. This buffer allows for timesheets adjustments, if necessary, before the time off accruals are calculated based on those timesheets.

Add or adjust team member accrual balances

To add or adjust a balance for one or a few individual team members:

  1. Go to My Team.
  2. Select a team member, and select the Time Off tab > Accrual Ledger.
  3. Use a Note column to add a reason for the adjustment.
  4. Then, enter a number in either the Add or Subtract column and select Save.

To add or adjust balances for multiple team members:

  1. Go to Feature Add-ons > Time Off Codes. The Time Off Preferences window displays.
  2. Select Actions > Download Time Off Balances. Open the spreadsheet.
  3. In the appropriate column(s), add or change the hours, and save the spreadsheet.
  4. Go back ActionsUpload New Balances.
  5. In the Import Time Off Balances window, if you are changing balances, click the Replace Balances box. Leave it unchecked if you are adding the spreadsheet numbers to their current balances.
  6. Select Choose File, navigate to the file, and select Open.
  7. Select Import. A list of the changes displays.

Add or adjust team member accrual settings

How to adjust accruals for a specific team member

  1. Go to My Team.
  2. Choose a team member name, and select the Time Off tab.
  3. Under the Accruals column, select the displayed accrual type.
  4. From the Accrual Settings drop-down, select how often time off accruals will be applied to the team member's account, complete the remaining fields, and select Save.
    • Note: select (Use Company Settings) if it needs to match what you set up in the Time Off Preferences window.

How to view a spreadsheet of accrual settings

  1. Go to Feature Add-ons > Time Off Codes, and select the Time Off Codes tab.
  2. Next to the time off code for which you want to download a spreadsheet, select  > Download.

How to update accrual settings via spreadsheet

  1. Open the spreadsheet (see above), make any adjustments, and save the file as .csv.
  2. In TSheets, go to Feature Add-ons > Time Off Codes, and select the Time Off Codes tab.
  3. Next to the time off code for which you want to upload a spreasheet, select  > Download.
  4. Select Choose File, navigate to the .csv file, select the file, and then Open.
  5. Back on the Import Time Off Accrual Settings window, select Import.

Send an anniversary reminder (PTO Adjustment Reminder) email to admins and managers

This feature allows you to select recipients for a monthly recurring email report with list of users 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. :

"Hi _________,

Some of your company's team members are approaching their employment anniversaries. You may need to make an adjustment to their Time Off Accrual settings soon. Below is a list of those team members."

  1. Go to Feature Add-ons > Time Off Codes
  2.  Select Actions Set Accrual Reminders.
  3. On the Anniversary Reminders screen, click Select Individuals to choose who in your company receives a monthly email with a list of team members who have accruals configured for time off codes.
  4. After selecting the recipients, select OK. Then select Save.

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