Time Off conflicts appear when the system detects a change that may affect an employee’s balance or accrual timeline. Conflicts occur when an employee’s existing PTO balance or accrual history does not align with the current policy configuration or assignment.
You resolve each conflict by selecting one of three resolution options. Each option tells WorkEasy how to handle the employee’s current balance and future accruals.
Conflicts are typically generated within minutes after a change is made. Each employee can have only one conflict at a time.
Prerequisites
Permissions
You must be an Admin or a Manager with permission to manage Time Off policies.
Navigation access
Left navigation > Time Off > Policies.
Where conflicts appear
Conflicts appear on the Time Off Policies page as a warning icon on a policy card. Selecting the warning icon opens the Policy Conflict Resolutions window for that policy.
Resolve a Time Off conflict
Select Time Off in the left navigation.
Select Policies.
Locate the policy card with a warning icon.
Select the warning icon.
In the Policy Conflict Resolutions window, review the conflict type shown at the top.
For each employee listed:
Select one of the three available options.
Select Apply.
Repeat for any additional employees listed.
Close the window when finished.
Understand the terms used in conflict options
Hire date
The employee’s hire date stored on the employee record.
Effective date of the new hire date
The date the hire date change is applied in the employee record.
Policy effective date
The date the policy becomes effective.
Policy assigned date
The date the employee is assigned to the policy.
Start accruing from
The date the accrual engine begins calculating eligibility and awards while preserving previous transactions.
Choose the correct resolution option
Each conflict type provides three resolution options. Expand the sections below to understand what happens when each option is selected and when it should be used.
Hire date changed
This conflict occurs when an employee’s hire date is modified.
Reset the balance and recalculate hours starting on the employee’s new hire date
What happens: The system resets the current balance and rebuilds the employee’s accrual history starting from the new hire date. Recalculation includes accrual awards, carryovers, caps, negative balance rules, starting balance, tenure bonus (if applicable), and time taken.
When to use it: Use when the hire date was entered incorrectly and the employee’s balance must be fully rebuilt from the corrected hire date. This option may also be used when treating the employee as a true rehire.
Keep the current balance and start accruing from the effective date of the new hire date
What happens: The current balance remains unchanged and future accruals begin from the effective date of the hire date change.
When to use it: Use when the existing balance is correct but future accrual behavior should align with the effective date of the change.
Reset the balance and recalculate hours from the effective date of the new hire date
What happens: The system resets the balance and rebuilds accrual history beginning from the effective date the change was applied.
When to use it: Use when the hire date change occurred in the past and you plan to upload the current balance but still require recalculation from the update date.
Employee status changed
This conflict occurs when an employee’s status changes while the employee remains active.
Reset the balance and recalculate hours starting on the employee’s hire date
What happens: The system resets the current balance and rebuilds accrual history starting from the employee’s hire date.
When to use it: Use when a full rebuild of the employee’s balance history is required based on the hire date.
Keep the current balance and start accruing from the effective date of the new hire date
What happens: The current balance remains unchanged and future accruals begin from the effective date of the hire date change.
When to use it: Use when the employee’s status changes but the balance should remain intact while future accrual behavior adjusts going forward.
Reset the current balance and recalculate hours from the effective date of the new hire date
What happens: The system resets the balance and rebuilds accrual history beginning from the date the change was applied.
When to use it: Use when you want the system to rebuild accrual history from the update date rather than from the hire date.
Back to policy
This conflict occurs when an employee is moved from one policy to another and then returned to the original policy.
Options 2 and 3 require selecting a date. By default, the system populates the last known date the employee was previously assigned to the policy.
Continue using this policy
What happens: The employee returns to the policy and continues accruing as if they had never been removed from it. Tenure-based tiers and accrual schedules continue uninterrupted.
When to use it: Use when the employee was moved by mistake and should continue under the original policy.
Reset the balance and join this policy starting on the selected date
What happens: The system resets the current balance and begins accruals from the selected date.
When to use it: Use when the employee returns to the policy but the balance must restart from zero as of a specific date.
Keep current balance and join this policy starting on the selected date
What happens: The employee keeps the current balance and begins accrual eligibility from the selected date.
When to use it: Use when the employee should keep their balance but restart accrual eligibility from a chosen date.
Policy change
This conflict occurs when an employee is moved from one policy to another.
Keep the current balance and start accruing from the policy effective date
What happens: The employee keeps their current balance and accruals begin according to the policy effective date. The employee receives the full accrual award at the next scheduled award date.
When to use it: Use when the employee should follow the new policy’s effective date even if the assignment occurred later.
Keep the current balance and start accruing from the employee’s policy assigned date (prorate)
What happens: The employee keeps the current balance and the next accrual award is prorated based on time in the accrual period.
When to use it: Use when the employee joins the policy mid-period and the next award should reflect partial participation.
Reset the balance and recalculate hours from the policy effective date
What happens: The system resets the current balance and rebuilds the employee’s accrual history based entirely on the new policy rules.
When to use it: Use when the employee’s balance must be rebuilt according to the new policy.
What happens after you select Apply
The system processes the selected option and updates the employee’s accrual behavior accordingly.
If recalculation is required, the system recreates the employee’s transaction history including accrual awards, carryovers, and adjustments.
Approved time off, pending requests, and future scheduled time off are not affected.
The system does not display a preview of the new balance before applying the change.
Tips and best practices
Use reset and recalculate options when you need the system to rebuild accrual history.
Use keep current balance options when the balance is accurate and only future accrual behavior needs adjustment.
For Back to Policy conflicts, verify the default date before applying the change.
Use prorated accrual when employees join a policy mid-period and should receive a partial award.
FAQs
Why do I see a warning icon on a policy card?
The policy has at least one employee whose accrual logic requires a resolution before the system can continue processing accruals.
I selected Apply. What changed?
The system applied the selected option for that employee. If recalculation was selected, the system rebuilt the employee’s accrual transaction history.
Will this change approved or pending time off?
No. Approved requests, pending requests, and scheduled time off are not affected by recalculation.
Why do I not see conflicts for terminated employees?
Conflicts are not generated for employees who are inactive or terminated.
The conflict resolution window lists multiple employees. Can I apply one option for all of them?
No. Each employee must be resolved individually using that employee’s Apply button.
Need help?
If you have any questions, we would love to hear from you! Feel free to give us a call at (888) 783-1493 or submit a ticket.