Time accounts

Time accounts are the balances that track accrued and consumed time — vacation days, flex hours, time bank hours, and similar. Policies add to and draw from these accounts so employees and managers always see an up-to-date balance.

Overview

An account defines what kind of balance it holds and the unit it’s measured in. Time off policies and settlement policies reference accounts to record what an employee earns and uses, and the employment terms name the flex account.

Each account carries:

Name and description
Type — Time off or Allowance
Unit — Days or Hours
GL code (optional) — a general-ledger code for payroll and accounting exports
Hide from employees (optional) — keep this account off the employee dashboard and timesheet balance cards

Manage time accounts

Go to Settings › Time Accounts
Use Add Account to create a new one
Click a row to open the account editor

Configure an account

Name — the label shown on balances and statements
Description — optional details
Type — Time off for balances that can be taken as time off — vacation, and usually also flex and time banks. Allowance for other balances of hours that are never taken as time off
Unit — Days or Hours. Time off accounts default to days and Allowance accounts to hours, but you can change this when creating the account.
Scale time off with work pattern — (day-based accounts only) for part-time schedules, a working day off draws a larger share of the fixed entitlement, so a full week off always costs the same number of days (Danish statutory vacation)
GL Code — optional general-ledger code carried into exports
Hide from employees — turn on to keep this account off the employee dashboard card and the timesheet period card

The Type and Unit are fixed once the account is created, because existing balances depend on them. To change either, create a new account. Scale time off with work pattern can no longer be changed once any employee holds a balance on the account.

What employees see

The employee’s flex account and the time banks their settlement policies feed (such as comp time) appear automatically on the employee’s dashboard card and the timesheet period card, whatever the account’s type, each showing the current balance and the period’s movement. Balances that only time off policies manage, like vacation, keep their own views and are not listed there. Turn on Hide from employees to keep a specific account — for example an internal accumulator — off these views.

Using accounts in policies

An account only fills with a balance once a policy is attached to it. Set up accrual and consumption rules on your time off policies and settlement rules on your settlement policies, which then post to the accounts you’ve defined here.

Reasons Employee data retention