Open the Time Off Policies page. Select + Create New Policy. In the pop‑up window:
-Enter a unique policy name.
-(Optional) Add a policy description.
Select Create time off policy to continue.
2. Set as Default Policy (Optional)
If you want all future new employees to automatically join this policy:
-Check the Mark as default policy box.
-Tip: This does not affect existing employees — only newly created profiles.
Each policy can include up to three optional time banks:
-Vacation
-Sick
-PTO
Each bank can be turned on/off, renamed and configured independently.
To configure a bank:
- Find the bank you want to adjust.
- Select Manage on the right side.
Inside the configuration window, you will find the following settings:
•Time Bank Use
-Customize the label for the time bank (e.g., rename “PTO” to “Personal Time”).
-This name displays on all employee profiles assigned to this policy.
•Beginning Balance
Sets an initial lump sum of hours employees receive when they are newly hired or first assigned to the policy.
Note: The Beginning Balance prompt does not control how hours accrue throughout the year. It only adds an initial lump-sum of hours when new employees are first assigned to the policy.
Example: If Beginning Balance = 40, every new employee will automatically start with 40 hours.
•Accrual Frequency
Choose how often employees accrue hours:
-Weekly
-Biweekly
-Semi‑monthly
-Monthly
-Yearly
•Accrued Hours
Enter the number of hours employees earn each time the accrual triggers.
-Accepts whole numbers or decimals up to two places.
•Accrual Start Day/Date
Choose when accruals begin:
-A specific calendar date (e.g., January 1)
-A specific day of the week (for weekly/biweekly accrual schedules)
•Allow Negative Balance
-When on, employees can go into a negative balance.
-When off, requests above the current balance will be automatically blocked.
4. Accrual Start Date
Define when newly hired employees begin accruing time:
Option A: Immediately upon hire
Option B: After a waiting period (e.g., 30 days, 90 days)
Important: If using a waiting period, ensure each employee’s employment start date is entered in their directory profile.
5. Maximum Balance
Determine if employees can accumulate unlimited hours or if a cap applies for each benefit year. You can set a maximum per time bank.
-No Limit - Hours can accumulate indefinitely.
-Custom Maximum - Accruals stop once the employee hits the maximum balance.
6. Benefit Year
The Benefit Year controls when each time bank resets and when carryover (if allowed) is applied. When the benefit year restarts, balances reset based on your settings and carryover applies immediately if enabled.
Benefit year options:
-January 1st: Resets all balances on January 1 every year.
-Fiscal Year: Select a custom month and day for the reset (e.g., July 1 or October 15).
-Employee’s Start Date: Each employee’s bank resets annually on their own hire‑date anniversary.
Important: If you use the Employee Start Date option, ensure each employee has a Start Date entered in their directory profile.
7. Carryover Rules
Controls what happens to unused hours at the end of the benefit year.
Options include:
-No carryover allowed
-Allow up to a specific amount to carry over
-Allow all unused hours to carry over
-You can also set a carryover deadline month if your company requires employees to use carried‑over hours by a certain time.
8. Paid Holidays
Policies can include preset or custom holidays. Default holidays are preset for you to choose from but you may also add your own.
To manage holidays:
-Select the X next to any holiday you want to remove.
-Select Add paid holidays to create custom holidays or edit existing ones.
9. Assign Employees To The Policy
Add or remove employees from the selected policy by selecting + Assign Employees To This Policy and choosing staff who qualify for the current policy.
You can also assign or switch employees between policies from the Time & Pay tab of their directory profile. Edit the time off policy section in the profile to reassign an employee to any existing policy.