Adjust Time Off for a Leave of Absence

The article provides guidance on managing time off during an employee's leave of absence. It outlines the process for pausing, editing, and deleting time off accruals. Administrators can pause accruals by accessing the gear icon in the employee's profile. The pause applies to all assigned time off policies, and a notification will inform the employee of the change. If necessary, admins can edit or delete paused accruals through the same menu. Additionally, the article explains how accruals are prorated based on policy settings when accruals are paused and unpaused. It emphasizes the importance of understanding the timing of accruals and their implications for employees returning from leave.

Jul 2, 2026
Knowledge

Title

Article Text

How do I adjust time off for a leave of absence?

Purpose: To help you understand the process of managing time off when an employee takes a leave of absence.

Table of Contents

Pause time off accruals

Pause time off accruals

Accrual policies automatically accumulate time off as an employee works for a company. However, there are instances when an employee should not accrue time, even if they have an assigned accrual policy. For these cases, admins need the ability to pause accruals.

Pause an employee's time off accrual

To pause an employee's time off accruals, click the gear icon and select Pause Accruals from the dropdown menu. The gear menu is only visible to Full Admins, and Custom Access Level users who can “Manage Time Off Policy Assignments”.

Pause Accruals modal, with Start Date and End Date filled in with example dates. Save and Cancel buttons visible at the bottom.

Select the start date and end date (end date optional) to pause the time off accruals. Click Save to save your changes.

Employee’s Time Off tab showing a red banner: accruals are paused through the listed date.

Once saved, the employee will see a red notification at the top of the Time Off tab notifying them of the pause. Pausing accruals will apply to all time off policies you have assigned to the employee. There is no way to pause accruals for only one policy.

Edit an employee's time off accrual

To edit an employee's paused time off accruals, click the gear icon and select Edit Paused Accruals from the dropdown menu. Make your edits to the start and end dates (end date optional) and click Save to save your changes.

Delete an employee's time off accrual

Edit Pause Accruals modal, with an orange Delete button outlined at the bottom.

To delete an employee's paused time off accruals, click the gear icon and select Edit Paused Accruals from the dropdown menu, and click Delete.

Click Delete in the modal to confirm the paused time off accrual policy.

Accruals when time off is paused

Settings screen with two dropdown menus outlined. First dropdown controls how the first accrual is given. Second dropdown controls when employees receive accrued time.

If you pause and then unpause an employee's time off in the middle of an accrual period, the system prorates the accrual based on the time off policy's settings. In the Some Fine-tuning section of the Time Off Policy settings, there are two questions that will determine if accruals are prorated when paused: Employees' first accrual should be... and Employees receive accrued time.

Illustration showing two options: Prorated (employees receive a partial accrual) vs Award the Full Amount (employees receive the entire accrual immediately).

Clicking the question mark icon for 'Employees' first accrual should be...' will show a modal that explains the different options of prorating the first accrual or awarding the full amount if an employee is hired in the middle of an accrual period. When pausing accruals, this will determine if the employee will receive a prorated amount upon their return.

Illustration showing two options: At the Start of the period (time off awarded immediately) vs At the End of the period (time off awarded later).

Clicking the question mark icon for 'Employees receive accrued time' will show a modal that explains the different options of when the employee will receive the accrued time, either at the start of the period or at the end of the period. When pausing accruals, this will determine how the employee will receive a prorated amount upon their return.

The system will prorate the accrual if the employee is terminated and rehired. In this case, we will use the policy first accrual setting (since they have been "rehired," that setting would apply again).

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