Setting Up Time Off Codes

Time Off Codes determine employee accrual and balance settings for sick leave, holiday pay, paid time off, and unpaid time off.

When are balances updated?	FAQ
Editing Time Off Codes
Accrual Settings
Resyncing Time Off Codes

Users must have the Account Manager security setting enabled to edit time off codes.

When are balances updated?

Time off rules run automatically once a payroll cycle has been processed. If needed, balances can be updated manually by employee.

Editing Time Off Codes

1. Go to Gear icon > Payroll > Time Off Codes.
2. Click the Edit Pencil in the Actions column.
3. Edit the settings.
   
   • Accrual Settings - Based on Hours Worked, Manual, or None.
   • Use it or lose it - Positive balances reset to 0 on January 1st.
   • Balance Settings (Max Limit) - Time off will not accrue above this limit.
   • Allow a Negative Balance - Allows approval of time off requests despite insufficient balance.
4. Click Save to confirm changes.

Accrual Settings

• Based on Hours Worked - Time off is earned at a set rate for each hour worked (e.g., 0.05 hours for every 1 hour worked). Accrued hours become available a certain number of days after each pay period ends.
• Manual - All employees will begin with the max balance. Hours will not accrue and must be manually adjusted.
• None - Hours are not accrued, and there's no max balance.

Resyncing Time Off Codes

If time off code settings have changed, applied balances can be resynced by payroll cycle.

1. Go to Gear icon > Payroll > Manage Payroll.
2. Choose an action in the Time Off Sync column.
   • Reset & Sync Time Off Accruals - Balances were already applied to this cycle. This option will update balances based on current rules.
   • Sync Time Off Accruals - Balances have not been applied to this cycle. This option will process rules and add balances.

FAQ

Question: Can I add or rename time off codes?

Answer: No, time off codes are static.

Question: Can accruals rates be set per employee?

Answer: No, the rate for 'Based on Hours Worked' will apply to all applicable employees.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.