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How to Adjust Time Off Balances Using an Accrual Entry

Step-by-step instructions on how to use the time off accrual entry to update an employee's bank of time as an Administrator.

Rachel avatar
Written by Rachel
Updated over 3 months ago

Overview: The Time Off Accrual Entry can be used to manually adjust an employee's time off balance—whether you need to make corrections, front-load annual time off for the year, or enter pre-existing time off balances before using Buddy Punch. The Time Off Accrual Entry option can only be used from our website.

Important: To see the Time Off Accrual Entry option, you first need to have your time off earning codes set up and included in accruals. This article explains that process: Enable Time Off & Accruals

Instructions:


Add Time Off Accrual Entry (Single Employee)

1. After enabling time off and accruals, you can add a time off accrual entry to a single employee by choosing Employees in the top navigation:


2. And then View next to the name of an employee:


3. In the employee's profile, select Time Off from the left-hand menu, and once at that section click + Add Time Off Accrual Entry:


4. Alternatively, you can click View next to a specific time off type:

5. And use the + Add Time Off Accrual Entry option found at the top of that page:

6. Both options will get you to the same Add a Time Off Accrual Entry page where you can then specify the:

  • Time Off Type

  • Date of the Accrual Entry

  • Hours to Add or Subtract (Hint: Use a negative number to deduct a balance)

  • And a Note if needed:


7. Click Save once done.


Add a Time Off Accrual Entry (Multiple Employees)

1. After enabling time off and accruals, you can add a time off accrual entry to multiple employees at once by choosing Settings in the top navigation followed by Time Off:

2. Click Accrual Rules in the left-hand menu and once at that section, click the + Add a New Time Off Accrual Entry option:

3. You'll be taken to the Add a Time Off Accrual Entry page where you can specify the:

  • Time Off Type

  • Date of the Accrual Entry

  • Hours to Add or Subtract (Hint: Use a negative number to deduct a balance)

  • And a Note if needed

  • And Apply to All or Select Employees

4. Click Save once done.


View a Time Off Accrual Entry

1. To view a time off accrual entry, start by clicking Employees in the top navigation:

2. And then View next to the name of an employee:

3. When in their profile click Time Off in the left-hand menu. At that section, click View next to the name of the time off type where the accrual was added that you want to view:

4. There you'll find a history of any manual adjustments done using the Time Off Accrual Entry along with any automatic accruals:


Delete a Time Off Accrual Entry

1. To delete a time off accrual entry, start by clicking Employees in the top navigation:

2. And then View next to the name of an employee:

3. When in their profile click Time Off in the left-hand menu. At that section, click View next to the name of the time off type where the accrual was added that you want to delete:

4. Here you'll find a history of both automatic and manual accruals which can be deleted by clicking the Red Trash Can icon to the far right of the accrual:

5. You'll receive a pop-up warning stating that the Deleted data cannot be recovered.

You can finalize the process by clicking Yes, I understand or back out of the process by clicking Cancel:

Important: Although the data cannot be recovered once deleted, it will be available in the Deleted Time Report for audit purposes.


FAQ

Q: Can I delete a Time Off Accrual Entry?

A: Yes, you'll find the delete option to the far right of automatic and manual entries as detailed here.

Q: An Administrator accidentally removed an employee's time off balance. How can I find that information?

A: The best place to start would be the Deleted Time Report which shows a history of any automatic or manual time off accrual that has been deleted.

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