How to view and edit accrued time off balance?

How to View and Edit Accrued Time Off Balance

Managing time off balances is a crucial part of employee scheduling. This guide shows managers how to view, track, and adjust time off balances across your team while maintaining fair and transparent policies.

Viewing Time Off History and Balances

As a manager or admin, you can view a complete history of time off requests and current balances in several places.

Time Off History Screen

➡️ Navigate to the Time Off page in the main menu

➡️ Click on the History tab


The History tab provides a comprehensive view of:

All past time off requests
Approval status (Approved/Declined)
Date ranges
Policy types used
Total hours or days taken

➡️ Use the date range filter at the top to narrow down the view to specific periods

➡️ Use the staff filter dropdown to view history for specific team members

The History tab only shows completed requests. For pending requests, check the Requests tab.

Viewing Staff Assigned to Policies and Balances

To see which employees are assigned to specific time off policies:

➡️ Go to Settings > Time Off

➡️ Find the policy you want to review and click the Edit icon

➡️ Scroll down to the Assigned staff members section



This table shows:

All staff members assigned to this policy
Their current balance
Whether the policy is active for each staff member
Any recent balance adjustments

➡️ Use the search bar to quickly find specific staff members in larger teams

You can check and modify time off balances for individual staff members:

➡️ In the Assigned staff members table, find the staff member

➡️ Their current balance is displayed in the Current Balance column

➡️ To adjust their balance, click the Edit icon in the Actions column

Changes to accrual rates will affect future accruals but won't retroactively adjust existing balances.

Adding and Removing Employees from Policies

Managing which staff members have access to specific time off policies is straightforward:

Adding Employees to a Policy

➡️ Edit the policy from Settings > Time Off

➡️ In the Assigned staff members section, find staff members in the "Not included" tab

➡️ Click the enable/disable toggle next to their name to assign them to the policy

➡️ Set their initial balance if needed

Important: When you remove an employee from a policy, they will keep any existing balance they've accrued. If they have a positive balance, they can still submit time off requests using that balance even after being removed from the policy. They won't accrue additional time, but their existing balance remains available to use.

Similarly, if you turn off a policy entirely, staff members with existing balances can still use their accrued time. This ensures that staff don't lose time off they've already earned, and ensures compliance.

Important Notes About Balance Adjustments

When reducing an employee's time off balance, consider these important factors:

Check for pending requests: Before reducing a balance, check if the employee has any pending time off requests that would be affected.

Legal considerations: In many jurisdictions, accrued paid time off is considered earned compensation. Removing already accrued balances may have legal implications depending on your location and local labor laws.

Communication: Always communicate any necessary balance reductions to affected staff members in advance, explaining the reason for the adjustment.

The best practice is to avoid reducing earned balances whenever possible. Instead, consider Their old payroll files are uploaded to Documents so you can see their history in 2024.Adjusting future accrual rates, setting maximum balance limits, and modifying carryover rules for the next cycle.

Need help managing your time off policies or have questions about specific balance adjustments? Don't hesitate to reach out via the chat bubble in the bottom right corner of the screen, or check our other articles about time off management

Updated on: 06/03/2025