Articles in this section
Enabling PTO Accruals
Enabling PTO Accruals
Turn on automatic PTO balance tracking and enter your opening balances.
PTO Accruals is included in the TimeTrakGO PLUS plan and automatically maintains paid time off balances such as Sick and Vacation. It supports Fiscal accruals that start on the fiscal year start date you choose, and Anniversary accruals based on each employee’s hire date.
Before you start: Hire dates are required when using PTO Accruals. You can add or change a hire date right on the User Assignments tab by clicking the pencil icon next to it. There is no need to open the user profile.
Step 1 Turn On PTO Accruals
Go to Feature Manager. Under PTO Options, find the PTO Accruals card and turn on the toggle.
Once the feature is on, click Settings on the card.
The PTO Accruals page has three tabs: User Assignments, Accrual Rules, and Pay Codes.
Step 2 Choose the Pay Codes to Track
Open the Pay Codes tab. Under Trackable Pay Codes, turn on the toggle for each pay code you want to track, such as Vacation/PTO and Sick.
Step 3 Set the Accrual Type for Manual Tracking
Open the Accrual Rules tab. Accrual rules earn PTO automatically; see Automate Accrual Earnings with Accrual Rules. Pay codes that are tracked without an accrual rule use the Manual Accrual Rule Defaults.
Expand Manual Accrual Rule Defaults and choose the Accrual Type. This controls whether the balance year resets on each employee’s anniversary date or on a fixed fiscal year.
- Fiscal for organizations that give employees their available hours at the start of the fiscal year.
- Anniversary for organizations that replenish available hours on each employee’s anniversary date.
Step 4 Enter Opening Balances
Open the User Assignments tab and choose a Pay Code. Use the person and group buttons at the top left to show one person, a specific group, or everyone.
Each row shows the employee’s hire date and length of service, an Enabled toggle, the Rule (Manual when no accrual rule is assigned), the Year Start, and the Opening Balance, Carryover, Taken, Committed, and Available hours.
Enter each employee’s Opening Balance. This is the number of hours the employee received at the start of their accrual year. In the example below, Aaron Jones received 80.00 hours of Vacation/PTO on 01/01/2026.
Available is calculated for you: Opening Balance plus Carryover, less Taken and Committed hours. Here, 80.00 less 8.00 Taken and 56.00 Committed leaves 16.00 Available.
Step 5 View the Accrual Details
Click the icon in the Details column at the far right of an employee’s row.
The Accrual Details window shows the accrual history for the year, starting with the opening balance and including all Taken and Committed hours, with the Available balance after each entry. Click Export History to download it.
Related Articles
- To see where balances appear for managers and employees, see Where to See PTO Balances.
- To earn PTO automatically, see Automate Accrual Earnings with Accrual Rules.