Add Earned Time Off

Enter the total amount of carryover available for the employee at this time.

You must have accounting administrator permissions to perform this task. If you clicked Next from the previous section and have not exited, disregard the first two steps.
If you track carryover and time take, this is the amount of time off earned so far this year. If not, enter the total amount available for the employee at this time.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click Amount Earned.
  4. Select the date on which to add this employee's available time off. It can be today's date, or it can align with your beginning balances – typically January 1st.
  5. Select the format of the time off amount: Hours or Days.
  6. Enter the amount of time off this employee has available to them according to the format you selected.
  7. Optional: Click Add Note and enter a comment about the earned time off.
  8. Click Save.

Enter Time Taken

Enter the total number of hours or days this employee has taken up to this point.

You must have accounting administrator permissions to perform this task. If you clicked Next from the previous section and have not exited, disregard the first two steps.
Note: If you entered the total amount of days this employee currently has as the amount earned, you do not need to do this.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Adjust Time Taken.
  4. Select the date on which to record this employee's time taken. This is not the date the employee took the day off. It can be today's date, or it can align with your beginning balances – typically January 1st.
  5. Enter the amount of hours or days this employee has taken off up to this point.
    Tip: If you need to add minutes, use a time conversion chart to enter them as decimals.
  6. Optional: Click Add Note and enter a comment about this employee's time taken.
  7. Click Save.

Add Carryover

Set the amount of unused time off from last year that the employee can use this year.

You must have accounting administrator permissions to perform this task. If you clicked Next from the previous section and have not exited, disregard the first two steps.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Add Carryover.
  4. Select the date on which to add the carryover. It can be today's date, or it can align with your beginning balances – typically January 1st.
  5. Enter the amount of hours carried over from last year.
  6. Optional: Click Add Note and enter a comment about the carryover addition. For example, if you align this with your beginning balances, you can mention that in this note.
  7. Click Save.

Add an Accrual Rate

Allow an employee to accrue time off.

You must have accounting administrator permissions to perform this task. If you clicked Next from the previous section and have not exited, disregard the first two steps.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click Add Accrual Rate.
  4. Select the Type of time off you want the employee to accrue.
  5. Select whether the accrual Format is in hours or days.
    Note: When you run payroll, the employee's time off balance will display in this format on his or her pay stub.
  6. Enter the Amount.
  7. Select the frequency in which this time will accrue.
  8. If this employee will accrue a new amount in the future, click Add a future rate.
  9. Enter and select the future accrual amount and frequency.
  10. Select the date in which accrual will change for this employee. This change will go into effect as soon as that date is reached.

Add Max/Min Amounts

Limit how much paid time off an employee can accrue and use.

You must have accounting administrator permissions to perform this task. If you clicked Next from the previous section and have not exited, disregard the first two steps.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Add Max/Min Amounts.
  4. Enter all or some of the following:
    • Carryover Maximum—This limits the amount of time off an employee can carry over for this time off type.
    • Maximum Balance—This limits the amount of time off an employee can accrue for this time off type.
    • Minimum Balance—This limits the amount of time off an employee can use for this time off type.
  5. Click Save.
    Note: If this employee is ever at risk of exceeding his or her maximum or minimum balances, a notification displays.

Adjust Amount of Time Off Earned

If an employee has earned additional comp time during the year, adjust the amount earned to include it.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Adjust Amount Earned.
  4. Select the date on which to record the adjustment.
  5. Enter the amount of hours or days to be added to the number that exists. To subtract hours or days, use a negative number.
  6. Optional: Click Add Note and enter a comment about why the adjustment was made.
  7. Click Save.

Adjust Time Taken

If the time an employee took off wasn't recorded during a payroll run, manually adjust their time taken here.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Adjust Time Taken.
  4. Select the date on which the employee took off.
  5. Enter the amount of hours or days this employee has taken off.
  6. Optional: Click Add Note and enter a comment about this employee's time taken.
  7. Click Save.

Adjust Carryover

Carryover is the unused time off amount the employee kept from last year. Adjust the current carryover amount, if needed.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside a time off type. Select Adjust Carryover.
  4. Select the date to record the adjustment.
  5. Enter the amount of hours or days to be added to the number that exists. To subtract hours or days, use a negative number.
  6. Optional: Click Add Note and enter a comment about why the adjustment was made.
  7. Click Save.

Adjust Time Off for Multiple Employees

Adjust accrual rates, amount earned, and minimum and maximum balances for multiple employees.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Select the check boxes beside the employees whose time off you want to adjust.
  3. Click the Select an action... drop-down list, and select Adjust Time Off.
  4. Click one of the following tabs:
    • Accrual—Adjust the rate that is added to the employee's earned and balance amounts after each payroll run.
    • Amount Earned—Adjust earned PTO if the employee's time off does not already accrue.
    • Max/Min Balance—Adjust the maximum carryover and the maximum and minimum balances for the selected time off type.
  5. Complete the fields, then click Save.

Change an Accrual Rate's Format

Change an accrual rate's format from hours to days or vice versa.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Click the ellipsis icon beside an employee, and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside an accrual rate. Select Change to Days or Change to Hours depending on the format currently assigned to the accrual rate.
  4. Click Yes.

Edit an Accrual Rate

Make changes to an employee's accrual rate.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside an accrual rate. Select Edit.
  4. Make any necessary changes, then click Save.

Delete an Accrual Rate

Delete an employee's accrual rate.

You must have accounting administrator permissions to perform this task.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Employees.
  2. Either click the employee's name, or click the ellipsis icon beside an employee and select Edit.
  3. On the Time Off tab, click the ellipsis icon beside an accrual rate. Select Delete.
  4. Click Yes.