PTO tracking and accrual

Turn your PTO policy into a clear, trackable balance

Set the company-wide tracking rules once, configure the accrual schedule that applies to each person, and use timesheet records to keep earned and used PTO in view.

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Company settings and individual schedules work together.

Company rulesTracking task, reset, and display settings
Individual schedulesUp to three dated accrual levels
Flexible allocationDaily accrual or time granted up front
Current balancesEarned time, adjustments, and PTO used
Step 1 · Global settings

Define how PTO works across the company

Enable PTO benefits, connect PTO usage to a specific client, project, and task, and choose the shared rules Timogix uses when presenting and resetting balances.

Timogix global PTO settings using fictional BluePeak Technologies data, with tracking task, reset, conversion, and display options
Fictional company data shows the account-wide PTO Benefits settings. Administrator permission is required to manage this page.
01

Connect PTO to time entry

Select the client, project, and task people use to record PTO on their timesheets. The task links recorded PTO hours to balance calculations.

02

Choose reset behavior

Keep balances from resetting, reset them on each person's benefit start date, or reset them on January 1. Applicable carryover amounts are configured on the individual schedule.

03

Set conversion and display

Define how many hours equal one PTO day, then show balances in days or hours with the selected number of decimal places.

04

Keep the PTO task relevant

Optionally hide the designated PTO task from a person's timesheet until PTO benefits are enabled for that user.

Need the setup path and field reference? Read the PTO global settings guide.

Step 2 · User settings

Build the accrual schedule that applies to each person

With PTO enabled globally, a user with User Management permission can enable the benefit for an individual and configure that person's earned time, effective dates, limits, and calculation method.

01
Accrual schedule

Set earned time and effective dates

Enter the annual amount for the first level and add later levels when the policy changes after a defined date. Each level can also have an optional maximum accrual.

Timogix individual PTO accrual schedule showing 20 days per year and a 20-day maximum for level one
Level 1 is configured for 20 days per year with a 20-day maximum.
02
Calculation logic

Choose when earned time is allocated

Accrue PTO a little each day, or grant the level's annual amount on its benefit start date. The saved schedule also shows accrued time, manual adjustments, PTO used, and the resulting balance.

Timogix individual PTO calculation settings showing daily accrual and PTO calculation totals
Daily accrual is selected, with calculation totals shown beneath the choice.
Reset, carryover, and allocation choices are connected

Carryover is available when a reset date is configured and PTO is accrued daily. When the annual amount is granted up front, Timogix clears the per-level carryover values.

For the user setup location and reporting notes, read the PTO user settings guide.

From policy to current balance

See the numbers behind the balance

Timogix combines the configured accrual schedule with manual adjustments and time recorded against the designated PTO task. That keeps the current amount traceable to the settings and timesheet records that produced it.

  • Users can review their own enabled benefit from My Settings → Benefits.
  • Users with applicable permissions can review PTO summary and detail reports.
  • Balances follow the company display choice for days or hours.
Balance calculation
Accrued PTOEarned from the schedule
+
Manual adjustmentAdded when needed
−
PTO usedRecorded on timesheets
Current PTO balance

Give PTO policy a practical tracking workflow

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