How to Adjust Accrual Balances

Accrual balances track employee time off for things like vacation, sick leave, and personal time. When you first set up an accrual account, the balance starts at zero. You'll need to add a starting balance for existing employees. You might also need to adjust balances to correct errors or make manual changes.

• Go to Menu > View Accrual Balances
• Find the employee you need to adjust, then click on the number for the accrual account
• Set the Date Range: In the right column, enter a start date that is well before the current pay period and an end date that is well after. This ensures that all relevant adjustments are displayed. For example, you could enter 1/1/2024 as the start date and 12/31/2024 as the end date. Click Update.
  • This will show any adjustments that may have already been made, and help you avoid duplicate transactions
• Click Add
• Set "Show For" to the correct pay period: Select the pay period for which the adjustment should apply. If you are correcting a mistake from the previous pay period, select that pay period.
• Set "Fixing Date": This is usually the date the adjustment is for. If you're adding a starting balance, you can use the first or last day of the pay period.
• Enter the "Amount" to add or subtract: Enter a positive number to add hours and a negative number to subtract hours. For example, to add 20 hours, enter "20". To subtract 2 hours, enter "-2".
• Add a note in the "Memo" field: Explain the reason for the adjustment. For example, "Starting balance," "Correcting previous pay period error," or "Bonus vacation time."
• Click Save. The number will highlight in yellow to indicate the adjustment has been made

Note: At this point, it would be wise to check the time card to make sure the adjustments are correct. If the adjustment doesn't show up in the time card, you may have to select a previous or future pay period.

Example Screenshots

Click the number of the account you wish to edit:

Enter dates that extend beyond the pay period you are adjusting:

Example of fields filled out

The Amt column show the amount adjusted. The Bal column shows the running Balance