Update Accruals for an Employee's Time Off Policy

  • May 14, 2026
  • Knowledge

Title
Update Accruals for an Employee's Time Off Policy
Article Text
Time Off is available on all packages: Core, Pro, and Elite.

Purpose: This help guide will show you how you can refresh the accruals for a time off policy for one employee or multiple employees at once. You can do this when there is a change to a policy that needs to apply retroactively for an employee. If you need to refresh accruals for all of your employees, it is best to test this ability first with one employee to make sure you have updated the policy correctly.

Table of Contents

Refresh a policy for one employee

Please keep the following in mind:

  • Once you have finished these steps, it rewrites the history for an employee under the specific time off category. The current history replaces with the new accrual history based on the changes made to the policy settings. This change goes into effect starting on the accrual start date you have selected.
  • It is important to remember that a refresh only replaces the accrual history (e.g., applied accruals, carryover lines of history, and lines of history stating the policy assignment.) It does NOT remove time off requests, balance adjustments, or opening balances. The history of these items will remain.
Step 1: Edit the policy

If you need to edit a current policy, go to Time Off in Settings. Select the policy that needs changing from the center column and click Edit Policy. Since editing a time off policy affects time off balances for all employees assigned to it, we recommend reviewing our Edit a Time Off Policy guide before saving to ensure you are fully confident in your changes.

Step 2: Assign the policy

Once your policy has been edited, you can assign the updated policy to your employee. If you need to do this for multiple employees, please follow the steps outlined in the next section.

To assign the policy to one employee, go to their profile on the Time Off tab and click Add Time Off Policy. In the modal that appears you can determine when the policy will take affect for that employee. Make sure to select Save for your changes to apply.

If you need further assistance with assigning the policy, click here.

Refresh a policy for all employees

When you change a time off policy and need the change to retroactively apply to all employees assigned to the policy, follow the steps below to refresh and apply the change.

Please keep the following in mind:

  • By following these steps, you have the capability to rewrite the history for an employee under the specific time off category. The current history may replace the new accrual history based on the changes made to the policy settings. This change goes into effect starting on the accrual start date you have selected.
  • It is important to remember that a refresh only replaces the accrual history (e.g., applied accruals, carryover lines of history, and lines of history stating the policy assignment.) It does NOT remove time off requests, balance adjustments, or opening balances. The history of these items will remain.
Step 1: Edit a policy

If you need to edit a current policy, go to Time Off in Settings. Select the policy that needs changing from the center column and click Edit Policy. Since editing a time off policy affects time off balances for all employees assigned to it, we recommend reviewing our Edit a Time Off Policy guide to ensure you are fully confident in your changes.

Step 2: Determine when the policy changes should go into effect
Screenshot of the “Edit Time Off Policy” scheduling screen. The interface shows a section called “Let’s schedule these changes” with options to apply the changes today, on a future date, on a past date, or override all versions. A visual timeline is displayed on the right, illustrating version updates. Green navigation buttons for “Next Step” and “Previous Step” appear at the bottom along with a “Cancel” link.

There are four options to choose between when scheduling your policy edits:

  • Today: Use this option when you would like the changes to apply immediately and for all future accruals.
  • Future Date: Use this option if your current policy settings need to stay active until a future date. Your policy changes will automatically update on the future date you select.
  • Past Date: Use this option if your employee's balances are not currently correct and need to be backdated to a previous date. Note that any manual updates that you may have made to their balances will not be erased.
  • Override all versions: Use this option if you need to rewrite the entire history of this policy. Please use this option carefully as it will backdate accruals to the day you created the policy.
Step 3: Verify that your schedule looks correct
Screenshot of the “Edit Time Off Policy” summary screen. The summary lists the policy details and shows when changes will take effect, such as a scheduled start date highlighted in blue. A green “Save & Finish” button and “Previous Step” option are available at the bottom.

Review the Summary tab to ensure that your policy changes are correct and will go into effect on your desired date.

You may see a different message below your changes depending on what you selected during the scheduling step.

Need a bit more help with retroactively updating accruals? Check out this video!

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