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How to Set Up Time Off Codes and Accruals

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In TSheets, time off refers to the benefit in some employee agreements that provides a bank of hours that an employee 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 employees.
  • Employees can only enter Time Off for themselves if they have been granted the "Allow employees to submit time off" permission.

How to Configure Time Off Preferences

  1. Go to Company Settings > Time Options > Time Off.
  2. Click the Enable Time Off checkbox.
  3. (Optional) Click the Allow employees to submit time off checkbox and Save.
    • This allows employees 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 employees.
  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 employees submit time off timesheets.
    • Select days when adding a time off timesheet is prevented.
    • Choose if managers can edit employee's time off ledgers or not. 

How to Create a Time Off Code

  1. Go to Feature Add-ons > Time 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 who can use the code, click Assign to Individuals or Groups. Make your selections and click Save.
    • Note: New employees are automatically assigned to a Time Off code and its associated accrual setup when the code is assigned to all employees.

How to Configure and Assign Employee Accruals

Note: Accrual settings set up in the Time Off Preferences window apply to all employees assigned to that Time Off code, except those with personalized accrual settings. If a personalized accrual was set up for an employee, 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 employees with personalized accruals.
  1. Go to Feature Add-ons > Time Off Codes.
  2. Select the Time Off Codes tab, and next to the Time Off code you want to enable, select pencil icon
  3. Check Track Accruals or, select Edit Settings.
  4. From the Accrual Settings drop-down, select Yearly, Every Pay Period, or Based on Hours Worked.
  5. Watch the above video (starting at minute 2:34) to determine which selections to make, and click Apply.
    • Note: for the Accruals will take place X day(s) after the end of each pay period, 5 days is recommended. This buffer allows for timesheet adjustments, if necessary, before the time off accruals are calculated based on those timesheets.

How to Add or Adjust Employee Accrual Balances

  • To add or adjust a balance for one or a few individual employees:
    1. Go to Employees.
    2. Select an employee, and click 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 click Save.
  • To add or adjust balances for multiple employees:
    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 to Actions > Upload 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. Click Choose File, navigate to the file, and click Open.
    7. Click Import. A list of the changes displays.

How to Add or Adjust Employee Accrual Settings

How to Adjust Accruals for a Specific Employee

  1. Go to Employees.
  2. Click an employee 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 employee's account, complete the remaining fields, and click 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, click pencil icon > 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 spreadsheet, click pencil icon > Download.
  4. Click Choose File, navigate to the .csv file, select the file, and click Open.
  5. Back on the Import Time Off Accrual Settings window, click Import.

How to Send an Anniversary Reminder (Time Off 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 employees 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 employees."

  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 employees who have accruals configured for Time Off codes.
  4. After selecting the recipients, select OK. Then select Save.
 
 

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