--- title: "Time Off Policy Overview" slug: "time-off-policy-overview" description: "Streamline your time off policies with WorkEasy Software, ensuring compliance and efficiency in leave applications, approvals, and accrual monitoring." tags: ["Accrual Rules", "employee leave", "employees", "HR settings", "leave management", "Leave Requests", "manager approvals", "paid time off", "personal time off", "personnel", "policy setup", "PTO", "request time off", "sick time", "staff", "time off balance", "Time Off Policies", "time off settings", "time off validation"] updated: 2026-10-02T17:03:59Z published: 2026-10-02T17:03:59Z canonical: "help.workeasysoftware.com/time-off-policy-overview" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.workeasysoftware.com/llms.txt > Use this file to discover all available pages before exploring further. # Time Off Policy Overview ## Before you begin - The Time Off module must be enabled to access time off policies. - Time off configurations must be completed before setting up policies. WorkEasy Software lets you create specific time off policies for different employee categories (e.g., full-time vs. part-time, exempt vs. non-exempt). These policies integrate with the time and attendance platform to streamline leave requests, approvals, and accrual tracking. ## Quick start: Create a time off policy 1. Go to **Time Off** > **Policies** and click **Create Policy**. ![Create Policy button](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-13-2024-08-27-33-4454-PM.png) 2. Enter the **Policy Name**, add a brief **Description**, and select the **Effective From** date. ![Policy details screen](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-13-2024-08-28-08-3888-PM.png) 3. Select which employees are covered by the policy. 4. Choose the **Active** time off types and configure their settings. ![Time off types configuration](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(461).png?sv=2026-02-06&spr=https&st=2026-11-01T10%3A44%3A42Z&se=2026-11-01T11%3A44%3A42Z&sr=c&sp=r&sig=jjJhIwbE7kgANXqjL44xQxFT%2Fh4EcalvYGC1P%2BUbN%2F4%3D) 5. Click **Save** to create the policy. ![Save policy screen](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-13-2024-08-30-54-3388-PM.png) - An employee can be assigned to only one policy. If a new policy covers employees who are already assigned to another policy, they are assigned to the new policy. Use the **Summary** section to check for overlapping employees. - Future-dated plans become active on the **Effective From** date. - Active policies appear under **Policies** and can be edited, duplicated, or archived (but not deleted). ![Policies list screen](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-13-2024-08-56-14-4524-PM.png) ****Advanced settings and configurations**** --- ## Time Off Types Settings ### General Define basic information such as name, code, and whether the time off is **paid** or **unpaid**. Also, choose a **balance type**: - **Balance is tracked**: Time is accrued (e.g., 1 hour PTO per 40 hours worked). - **Balance is not tracked**: Time is requested in defined increments without accrual. ![](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-27-2024-08-52-13-0690-PM.png) ### Requesting Time Off #### Employee request Employees can submit Personal requests (if enabled). #### Request durations and increments Personal time off can be requested as: - Full day - Half day - Hours #### Request validations These rules apply to **Employee** or **Employee & Manager** requests. Available options: - New hires can request Personal time off after X day(s) - Personal requests must be submitted X days in advance - Employees cannot take more than X hours in a policy cycle - Allow Personal balance to go negative upon request Additional settings: - Require time off request comments - Require time off request cancellation comments #### Override Request Validations Allow you to override the request validations based on how long the employee has worked at your company. Click **Override** to configure conditions. #### Pooled hours Personal can be pooled with other time off types (if enabled). ![](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-27-2024-08-55-11-8048-PM.png) ### Balances and accrual rules #### Policy renewal cycle A renewal cycle is a predefined one-year (365-day) period during which balance calculations, carryovers, accrual caps, and cash-out limits are applied. Select how the policy should renew each year: - **On specific date (MM/DD)**: Choose a fixed annual renewal date (e.g., January 1). - **Hire date anniversaries**: The policy renews annually on each employee’s hire date. **Note:** Employees do not see future tenure-based accrual increases in advance. Updated balances become visible only when the selected effective date is reached (e.g., hire date anniversary, next accrual, or policy cycle start). ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image-U89Y7AND.png?sv=2026-02-06&spr=https&st=2026-11-01T10%3A44%3A42Z&se=2026-11-01T11%3A44%3A42Z&sr=c&sp=r&sig=jjJhIwbE7kgANXqjL44xQxFT%2Fh4EcalvYGC1P%2BUbN%2F4%3D) #### Accrual rules Allow you to update or reset the current accrual rules. - **Update**: Makes minor adjustments to hours accrued, balance cap, carryover, or tenure. The update takes effect at the start of the current policy cycle and recalculates the employee’s balance using the updated rules. - **Tip**: Best applied at the beginning of a new policy cycle. - **Reset**: Reconfigures accrual rules entirely and recalculates the balance based on the policy’s effective date, the employee’s assignment date, hire date, and the policy creation date. Click **Update** or **Reset** to apply the changes. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(462).png?sv=2026-02-06&spr=https&st=2026-11-01T10%3A44%3A42Z&se=2026-11-01T11%3A44%3A42Z&sr=c&sp=r&sig=jjJhIwbE7kgANXqjL44xQxFT%2Fh4EcalvYGC1P%2BUbN%2F4%3D) --- > [!WARNING] > **Important!** Making policy changes may conflict with prior parameters. When that happens, you will need to take action. 1. Click the alert icon to see the options.![](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-27-2024-06-40-51-9576-PM.png) 2. Make the applicable selection and click **Apply**. ![](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-27-2024-06-41-32-9546-PM.png) > If you have questions, please call us at (888) 783-1493, email [support@workeasysoftware.com](mailto:support@workeasysoftware.com), or [submit a ticket.](https://www.workeasysoftware.com/resources/submit-a-ticket)