Click + Add Rule.

All of the rule settings are in the Add Accrual Rule window. Start by entering a Description, such as Standard Full-Time Accrual.

The accrual type defines the accrual year, which is used when counting taken hours and carryover amounts.

• Anniversary starts the accrual year on the employee’s hire date.
• Fiscal starts the accrual year on the Fiscal Year Start month and day you choose. It is no longer fixed to January 1st.

The Accrual Update setting defines when the employee receives their PTO time.

• Yearly updates accruals once a year, on the anniversary or at the start of the fiscal year.
• Monthly updates accruals each month.
• Pay Period updates accruals with every pay period, whether weekly, bi-weekly, semi-monthly, or monthly.
• Hourly updates accruals based on hours worked, for example 1 hour for every 40 hours worked. Choose the Worked Pay Codes that count as hours worked, such as Regular and Overtime.
• Hourly Percentage updates accruals based on a percentage of hours worked, for example 2.5% of every hour worked.

When Prevent Negatives is on, an employee’s available PTO balance cannot drop below zero. TimeTrakGO blocks additional PTO requests, blocks approval of pending requests that would go below zero, and blocks manual time card entries that would create a negative balance.

Under Earning & Capacity Settings, set how many hours are earned and the limits that apply:

• Hours to Earn is the number of hours earned per accrual update period, for example 32.00 hours per year. For Hourly rules, you also set Per Hours Worked, for example 1.00 hour per 40.00 hours worked.
• Max Accrual / Year is the most that can be earned during the accrual year. It often matches Hours to Earn, but for periods such as Hourly Percentage it is used to cap earning.
• Max Taken / Year is the most an employee can use during the accrual year, even when they have more time available. For example, an employee might have 1,200 hours of banked Sick time but only be able to take 160 hours per year.
• Max Carryover / Year is the most that can carry from one accrual year to the next. Set it to 0 when no carryover is allowed.
• Max Balance is the highest balance allowed. It combines earned, carryover, and opening balances and will never exceed this amount.

Turn on Use Levels (Tenure Based) when the hours to earn change with length of service, such as vacation based on seniority. Each level starts at a number of Months Service and has its own Hours to Earn, Max Accrual, Max Taken, Max Carryover, and Max Balance.

Click + Add Level to add a level, or the delete icon to remove one. In this example:

• 12 months of service = 40 hours of vacation
• 36 months of service = 80 hours of vacation
• 60 months of service = 120 hours of vacation

Turn on Assign Default Pay Code and choose the Pay Code to link this rule to an existing pay code. The rule can still be changed for each employee later on the User Assignments tab. For example, if part-time employees are not entitled to vacation time, you can turn it off for those employees.

Click Create Rule. If you assigned a default pay code, TimeTrakGO asks whether to assign the rule to all Active Users for that pay code. Choose Yes, Assign Users to assign it to everyone, or No, Do Not Assign Users to assign it individually.

To change a rule later, click its edit button on the Accrual Rules tab.