How to assign time off accrual policies to employees

Once you've set up time off accrual policies in OnPay, you can assign them to employees in their employee profile. We'll show you how!

What we'll cover

• Getting started
• Assigning the accrual
• Anniversary and last accrual dates: What's the difference?
• When to enter an "Amount available"
• Limiting Rollover

Getting started

You can get to an employee profile in your dashboard by clicking on an employee's picture (or their initials). You can also get there from the Workers menu.

Clicking on the Workers menu takes you to the "Employees" list. You can open an employee profile by clicking on their name.

Assigning the accrual

In the employee profile, click HR to view Time Off*.

Don't see HR? Click Job↓ 

You'll see Vacation, Sick, and PTO options. Select the type of policy you want to assign to this employee.

Choose the appropriate policy. Then, enter their anniversary date, the last date by which they've accrued this leave (if any), and the current balance available (if any). Your work is automatically saved.

Note: If you don't see the policy you're looking for you can always add new accrual policies.

Anniversary and last accrual dates: What's the difference?

Anniversary date

This is typically their hire date, but it doesn't have to be. While a tenure based accrual is the most common, we calculate an employee's accrual based on whatever date you enter here, so there's a little versatility in options. If accruals are awarded by calendar year, then you may want to use Jan 1, or another date if you're using a non-traditional physical year.

Accrual date

The accrual date you enter should be the last day of the previous pay period. For example, if the current pay period began on the 28th of last month, you'd enter the 27th. This will mark the start of this employee's ongoing accrual.

When to enter an "Amount available"

For employees who already have an accrued balance with the company, enter the amount they've accrued as of the date entered under "Accrual date".

Limiting Rollover

Unused accrual balances will always rollover to the next year. If you have a use-it-or-lose-it time off policy, where accrued time off is lost if unused by the end of the year, you can reset an employee's "Amount Available" in their profile.

Click HR to view your policies under "Time Off".

Don't see HR? Click Job↓

Find the policy you want to limit rollover for, and click it to see its details for this employee.

Click in the "Amount Available" field, and remove the hours that don't rollover.

You can adjust this down to an annual rollover limit.

Note: You can also reset the amount available to zero, or set the amount to whatever fits your policy.

v6.0 ps